Climate & Land Use Alliance is hiring: Executive Assistant in San Francisco

The Climate and Land Use Alliance (CLUA) is a collaborative of foundations seeking to realize the potential of forests and lands to mitigate climate change, benefit people, and protect the environment. The CLUA member foundations are the ClimateWorks Foundation, the David and Lucile Packard Foundation, the Ford Foundation, Good Energies Foundation, and Gordon and Betty Moore Foundation. Margaret A. Cargill Philanthropies also awards grants in alignment with the CLUA strategy. By bringing together our resources and diverse expertise, CLUA supports policies, practices, and partnerships that halt and reverse forest loss, advance sustainable land use and development, and secure the rights and livelihoods of Indigenous and forest communities. For more, please visit climateandlandusealliance.org

Position Description

The Executive Assistant plays a key administrative support role for the Operations and Development teams. The Executive Assistant will support the Senior Director of Operations and Director of Development with coordinating calendars, preparing meeting materials, meeting logistics, and arranging frequent international travel, team retreats and meeting logistics.

The successful Executive Assistant must be able to work independently and possess strong organizational and interpersonal skills. This includes working remotely with team members and diverse stakeholders located in different geographies. The Executive Assistant will provide services to the Senior Director of Operations and Director of Development, coordinating with stakeholders across the alliance, including other Initiative teams, senior leadership, and operations.

Location

This position is based in the San Francisco Bay Area and will work from a downtown San Francisco office at least 1 day/week. The office is located within a 5-minute walk to the Montgomery BART station. The position will require work across multiple time zones, and in close collaboration with colleagues around the world, that includes early and late calls and activities to support colleagues in multiple time zones in the Americas, Europe and Indonesia.

Primary Duties & Responsibilities

The Executive Assistant is primarily responsible for the following duties:

Meeting Scheduling and Calendar Management

• Plan and coordinate complex scheduling across international time zones to facilitate collaboration, ensuring that online meetings are inclusive and accommodate international schedules in alignment with established priorities
• Assist with meeting coordination, including meeting logistics and international travel arrangements if necessary
• Communicate proactively and responsively in English via email with internal and external stakeholders

Meeting Coordination and Facilitation

• Ensure that the Directors are fully briefed and prepared for meetings, events, and trips by providing, obtaining, and/or organizing background information
• Ensure that meeting participants have necessary agendas and pre-reading material in a timely manner
• Host meetings, establish and follow meeting norms, take notes, produce and distribute meeting summaries, and support the team to identify and track action items

Travel Arrangements and Event Planning

• Arrange travel that balances scheduling needs with convenience, cost, and other factors
• Research and reserve hotels, restaurants and venues, and coordinate with venues and vendors to ensure successful events
• Support the Directors with flight changes and cancellations
• Follow security protocols and processes to ensure staff safety during travel and events

Additional duties

• Complete monthly expense reports and other administrative responsibilities
• Provide occasional, high-quality copy editing support, ensuring all written materials maintain clarity, accuracy, and alignment with organizational tone and standards
• Engage effectively with staff at all levels of the organization to complete tasks on time while also contributing to a highly collaborative, transparent, and mutually supportive sense of team
• Support the development and maintenance of systems for organizing information and documents to facilitate knowledge sharing and ongoing coordination across the Operations team, as well as with the broader CLUA staff and member foundations

Compensation

The salary range for this position is $90,000 to $120,000, plus employment benefits, for candidates residing in major metro areas of the United States.

Preferred Experience & Competencies

Applicants will ideally have many of the following competencies and some of the following experience:

• A minimum of 8 years of administrative work experience, with 5 years in a senior administrator/executive assistant role
• A Bachelor's degree or equivalent experience
• Previous experience in nonprofit or philanthropic sector. Academic or work experience in natural resources, public policy, environmental sciences, social justice or international policy preferred
• Previous experience with supporting teams working internationally
• Extensive experience with planning events, and arranging international meetings and travel arrangements for individuals and large groups
• Strong computer skills, with a high degree of proficiency in Google Suite (Drive, Docs, Forms, Sheets
• Experience and passion for leveraging technology for task and process management (e.g. Slack, Miro, Asana)
• Outstanding organizational skills, including record keeping and information management
• Strong communication skills, including ability to draft and copy edit clear correspondence and documents in English and other languages if possible
• Ability to build and maintain relationships across all levels of the organization
• Being self-motivated, persistent, dependable and proactive, with the ability to work effectively and efficiently with minimal supervision
• Demonstrated sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds, and orientations
• Being creative, resourceful, and professional approach to work
• Ability to work under pressure, prioritize, and be flexible
• A strong commitment to justice and equity work
• Experience coordinating and creating collaborative environments among organizations
• Advanced written and spoken English are required (C1 or C2 level).
• Ability to work outside of typical work hours (i.e. early mornings and/or late evenings) when required to accommodate various time zones

Equal Opportunity and Access

Equal employment opportunity and having a diverse staff are fundamental principles at the Climate and Land Use Alliance (CLUA), where employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexual orientation/affectional preference, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law.

Application Process

All interested candidates are encouraged to apply as soon as possible. CLUA especially invites persons with disabilities, and Black, Indigenous, people of color, and LGBTQIA+ candidates to apply. CLUA will complete an initial review of applications received by November 27, 2024 and on a rolling basis thereafter until the position is filled. To be considered, please apply online and submit a cover letter and resume in English