Executive Assistant - Global South

Job Description

Job Description

Executive Assistant

Global South

Are you an administrative professional with exceptional organizational and communication skills and a passion for making the world a better place? Are you able to manage several responsibilities at a time while ensuring exceptional accuracy and attention to detail? Are you a proactive problem solver who can anticipate challenges and opportunities ahead of time? Do you want to join a diverse and highly skilled global team where you will make a lasting impact? If yes, then this is the role for you!

We highly encourage individuals of underrepresented groups to apply!

Your Impact

The Executive Assistant will support the Managing Director (MD) of the Catalytic Climate Capital (GS) and Global South Programs, in support of the demanding work of the Institute.

You’ll be part of RMI’s C3 and Global South Program, which provides market-based clean energy solutions, develops and builds capacity, and breaks down barriers to climate finance in the Global South. Collectively, we intend for these resources to address the daily challenges of decision makers and practitioners in the clean energy transition. The Global South works to support senior- and mid-level energy practitioners in utilities, renewable and distributed energy companies, and regulatory bodies and engages legislators, public officials, investors, and influencers who can enable the transition. Regardless of your background or level of experience, you will have the opportunity to help bring about change in the world that you might not find anywhere else in your career.

This role will report to the Managing Director, Catalytic Climate Capital, Global South Program.

Major Roles And Responsibilities

Executive Support

• Manages the Managing Director’s calendar.
• Ensures MD is prepared for meetings and engagements by providing necessary information, reserving preparation time and scheduling preparation meetings as necessary, and completing a wide range of tasks that facilitate MD’s ability to effectively lead the organization.
• Serves as ‘gatekeeper’ for MD, streamlining communication and serving as primary point of contact for MD with both internal and external stakeholders.
• Submits timesheets and expense reports, maintains associated documentation.
• Understands priorities and commitments of MD and can adjust seamlessly, proactively and with little advance notice.
• Handles requests daily from MD and follows up in a timely and professional manner.
• Serves as day-to-day point of contact for troubleshooting for MS Office, Teams, Slack, and other platforms; resolving issues as they arise and communicating solutions to MD.
  
  

Program Management Group Support

• Maintains file management system (SharePoint) including uploading documents, maintaining organization, granting permissions, and resolving filesharing issues promptly with IT.
• Circulates meeting materials and agendas, attends meetings and functions as notetaker; circulates action items to relevant participants following meetings, following up as needed.
• Organizes and manages logistics for in-person/hybrid semi-annual strategy meetings and other major programmatic convenings.
• Takes initiative to identify areas that would benefit from administrative improvement and suggest solutions.
• Oversees use of corporate card purchases within the C3 and Global South team
• Support leadership on task management through Monday.com.
  
  

Travel

• Creates and manages all logistical and booking details related to domestic and international travel for MD and maintains all travel rewards and membership programs.
• Provides quick solutions to unanticipated changes in travel schedules.
• Ensures travel (both international and domestic), lodging and scheduling are seamless and error free.
• Ensures MD travel documents are up to date (passports, TSA PreCheck, Global Entry, Driver’s License, et al).
  
  

Technical Knowledge

• Maintains a high level of proficiency with all RMI approved platforms and tools including Microsoft Office, Google Suite, Zoom and Slack, Adobe, Calendly, Monday.com and others
• Maintains daily oversight of platforms; proactively resolving issues as they arise throughout the day.
• Actively pursues improvement in skill levels and technical proficiency, both independently and drawing from expertise of peers.
• Understands functioning and troubleshooting of iPhones, applications, both PCs and Macs, printers and other devices.
• Understands best practices of scheduling between various time zones from all over the world.
• Proficient note-taker, able to concisely capture action items and follow up with appropriate team members to ensure completion.
  
  

Dependability and Flexibility

• Can be relied upon to assist with projects outside areas of primary responsibility and deliver work in the timeframe identified with minimal oversight.
• Can handle unanticipated changes graciously and efficiently; including changes to schedules, plans and workloads and reacts to these changes in a timely manner.
• Approaches difficult situations with a positive attitude and identifies solutions.
• Track record of impeccable ethics and discretion when ensuring that Leadership expenses are managed according to policy.
• Details learned through supporting Leadership are kept strictly confidential.
  
  

Presentation

• Exhibits a high level of professionalism in interaction with others both inside and outside RMI.
• Communicates clearly and effectively both verbally and in writing and has superior listening skills.
• Interacts with others in a warm and professional manner.
• Represents RMI to the outside world, often by engaging with people at the highest levels in corporations, foundations, government, and academic institutions.
  
  

Core Skills And Experiences

• Five years of experience as an Executive Assistant in a professional environment
• Experience with International scheduling and travel booking
• Proficient in Microsoft Office, Zoom and Slack, Adobe, Calendly, Monday.com
• Excellent written and verbal communication skills
• Experience planning events and domestic and international travel
• Ability to identify potential problems before they arise and proactively propose solutions
• Fluency in English
  
  

Desired Skills And Experiences

Ability to interact with staff at all levels, often under pressure, remaining positive, flexible, proactive, resourceful, efficient, and managing multiple competing demands and priorities.

• Ability to work with individuals from all backgrounds, often from different countries and cultures in opposite time zones.
• Ability to always maintain professionalism and strict confidentiality.
• Good judgment and strong decision-making ability.
• International experience highly desired, particularly experience in Global South markets where RMI is present (Nigeria, Islands, South East Asia)
  
  

We encourage anyone who is interested in this role to apply, regardless of whether you feel you meet 100% of the qualifications. The top candidates will bring their own unique perspectives, experiences, and backgrounds from a variety of industries along with many but not necessarily all the skills listed above. We offer professional learning and training opportunities to help you develop the skills you may not have had the opportunity to cultivate yet.

Location

We are a remote-ready organization with team members around the globe. Our beautiful and welcoming offices are available for meetings or focused work, whether you are traveling through or living nearby. This role is fully remote and location flexible, however expected office hours will be Eastern Standard Time. We provide you with the essential IT equipment plus a one-time home technology payment and a monthly work from home/commuter allowance to ensure you have a comfortable home office set up and necessary supplies.

We love seeing each other in person! We occasionally gather for shared time together like retreats and learning experiences. Be ready to travel for occasional in-person meetings (and of course, we cover travel costs). Some roles may require more travel, which will be discussed during the hiring process.

Compensation   

RMI compensates based on the level and requirements of the role. Salary within our ranges may also be determined by your education, experience, knowledge, skills, and abilities, as required by the role, as well as internal equity and alignment with market data. Typically, a new Executive Assistant joins at the salary range of I$70,510 to $86,904. You would also have an additional 5% bonus target!

Benefits   

We offer a comprehensive benefits package including:   

• Medical, dental, vision insurance   
• 403b retirement options (up to 5% match immediately)
• Life, AD&D, short-term and long-term disability   
• Professional and personal development
• Generous paid time off and sick leave
• Parental leave   
• Flexible working hours
• Commuter and work from home stipends
  
  

Diversity, Equity, and Inclusion     

At RMI, our mission is to build a clean, prosperous, and secure energy future for all. For this to happen, every single person needs to be a stakeholder in the energy transition. Recruiting, hiring, mentoring, and retaining a diverse workforce that reflects the communities we serve is critical to our success. We need the widest range of perspectives to understand the systems we are trying to change. That doesn’t just mean bringing a diverse team to the table; it also means working proactively to give all job seekers and employees equitable experiences. Visit our DEI page for more information on our DEI initiatives and commitments.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

About RMI

RMI is an independent, non-partisan, nonprofit organization of experts across disciplines working to accelerate the clean energy transition and improve lives. Since our founding in 1982 by Amory Lovins, RMI’s chairman emeritus, we continue to grow and have a global reach and reputation.

For 40 years, RMI has utilized our unique techno-economic expertise and whole-systems thinking to publish groundbreaking research and analysis. We bring together collaborations of rare reach, range, and expertise—creating unconventional partnerships and mobilizing action to drive change on the massive scale needed to combat the climate crisis.

RMI is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.