Executive Administrator

2 weeks ago

Philadelphia, United States Carbon Reform Full time $70,000 - $85,000

We are seeking a highly organized and proactive Executive Administrator to support our executives and their administrative needs. This role is integral to the success of our operations and involves managing a variety of administrative and organizational tasks. The ideal candidate is a motivated self-starter who thrives in a dynamic, fast-paced environment, has experience working with startups, and is passionate about technology and innovation. This is an onsite role in Philadelphia, PA.

Description

Carbon Reform is revolutionizing commercial HVAC systems with innovative carbon capture technology that lowers energy consumption, improves indoor air quality, and supports decarbonization goals. Our mission is to empower commercial real estate owners to decarbonize their portfolios while achieving significant cost savings. Backed by top-tier investors, Carbon Reform is rapidly expanding and seeking an Executive Administrator to provide critical support to our co-founders and C-suite and ensure the efficiency of our growing operations.

Key Responsibilities:
  • Provide comprehensive administrative support to the co-founders and C-suite, including managing emails and schedules, organizing meetings, and coordinating travel arrangements.
  • Organize and maintain daily office functions, including scheduling, supply procurement, and coordinating maintenance.
  • Address and resolve any office facility issues, liaise with building management, and ensure the workplace is functional and safe for all employees.
  • Track office expenses, manage budgets, and negotiate with vendors to secure cost-effective solutions.
  • Plan and execute team events, training sessions, and executive meetings, managing all logistics and follow-ups.
  • Operate Customer Relationship Management (CRM) systems, project management tools, or accounting software as needed for administrative tasks.
  • Ensure accurate and up-to-date records in CRM, including accounts, opportunities, and contact profiles.
  • Manage documentation and compliance, including electronic filing of legal documents, vendor systems setup, and insurance renewals.
  • Provide daily briefings on key tasks, deadlines, and events requiring preparation.
  • Assist with financial tasks, including check deposits, cash management, and coordinating payments with the finance team.
  • Draft and edit correspondence, prepare reports, and act as a liaison between executives and internal/external stakeholders as needed.
Requirements:
  • Bachelor’s degree OR equivalent experience in a related field.
  • 3+ years of experience working with startups in an administrative or executive support role.
  • Excellent written and verbal communication skills.
  • High level of organization, attention to detail, and ability to multitask.
  • Proficiency in Google Suite and other productivity tools.
  • Ability to work independently and as part of a team in a fast-paced, deadline-driven environment.
  • Must be willing and able to work onsite in Philadelphia, PA.
Ideal candidate will have:
  • Proficiency with Google email and calendar management
  • Proficiency with Quickbooks, Pipedrive, and/or Odoo software
  • Experience working in climate or clean tech and passion for the environment
Benefits:
  • Medical, dental, vision coverage.
  • Generous paid time off, vacation, and parental leave policies

Carbon Reform is an Equal Opportunity Employer and embraces diversity in our employee population. It is the policy of Carbon Reform to provide equal opportunity to all qualified applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status or special disabled veteran, marital status, pregnancy, genetic information, or any other legally protected status.

Salary

$70,000 - $85,000 per year

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