Senior Executive Assistant Job at The New York Climate Exchange in New York

About The New York Climate Exchange

The New York Climate Exchange (The Exchange) is a new not-for-profit designed to accelerate climate solutions. Our diverse coalition of partners-committed and prepared to collectively disrupt the status quo-incorporates local and global perspectives on climate change from academia, the private sector, and community-level organizations; this multidisciplinary coalition speaks to the collaboration necessary to unlock integrated and scalable approaches to climate change. While The Exchange will be headquartered at a dedicated campus on Governors Island, its spirit and influence extends beyond the Island into New York City and across the country and world.

About the Role

The New York Climate Exchange ("The Exchange") seeks to recruit a Senior Executive Assistant. The Senior Executive Assistant (SEA) is a full-time role to support the Chief Executive Officer (CEO) of The Exchange. The SEA will provide exceptional administrative support to the CEO, in coordination with the Chief of Staff, and support the overall administrative functioning of the unit.

Candidates must be highly organized, discreet, able to multi-task, supremely detail-oriented and dedicated to customer service, and exercise sound judgment in all tasks. Applicants should feel comfortable working independently in a fast-paced, start-up environment with tasks and roles changing on a regular basis. This position is full-time. The individual filling this role will primarily work in-person in the New York City area. Periodic remote work is allowed with prior approval.

Responsibilities:

• Provides dedicated executive support to the CEO with utmost confidentiality, discretion, professionalism, responsiveness, and attention to detail.
• The Senior Executive Assistant supports the CEO's complex and frequently shifting calendar, arranges travel, anticipates logistical and functional needs on a daily and hourly basis, and is comfortable completing responsibilities outside of standard office hours as required.
• Interfaces with Exchange leadership and representatives of partner organizations on a consistent basis. Builds productive relationships with key stakeholders and their staff and represents The Exchange while working directly with partners around the world.
• Ensures the administrative and operational goals are being met on schedule.
• Manages reception for The Exchange, including greeting guests, and providing information to office visitors. Ensures meetings run on time and helps to keep them on schedule.
• Receives and prioritizes work given by the leadership of The Exchange with the highest level of customer service. Provides information and updates regarding the status of work and projects as needed and required.
• Works across the organization to ensure activities are undertaken in a timely, high quality, and professional manner. This may include:
  • Works with the Advancement team to facilitate the CEO's contributions to fundraising efforts, including grant submissions, annual reporting, and renewals. Contributes to the maintenance of internal and external archives and grant files.
  • Works with the Communications team to facilitate the CEO's contributions to speeches, presentations, press interviews, and writing commitments.
  • Working with the Events Associate, coordinates and schedules meetings, conferences, and seminars on behalf of and between Exchange leadership, both on and off-site.
  • Works with the Programing team to facilitate and help prepare the CEO's contributions to programing efforts, including participation in ideas labs and other programing-led initiatives
• Responsible for ensuring the CEO is prepared for meetings and events by providing, gathering, or creating agendas, meeting materials, and other briefing documents well in advance of meetings. Establish priorities and keeps these priorities in mind at all times in executing the work.
• Works closely with the Chief of Staff to facilitate effective management of The Exchange - fields requests for and arranges meetings, follows up on deliverables and tracks progress against goals, and works to support smooth collaboration across the organization.
• Completes and processes expense reports for the CEO.
• Performs other related work as directed or required.

Requirements

• Bachelor's degree and or equivalent required. A minimum of five years relevant experience.
• Two to four years of executive support or relative related experience.
• Demonstrated ability to use excellent judgment in confidential situations.
• Fulfil responsibilities outside of regular office hours and on weekends as needed.
• Superior verbal and written communication skills required, including an understanding of the high level of polish required at all times in a formal working environment.
• Strong computer skills are required, including proficiency in Outlook, Word, Excel, and PowerPoint.
• Skilled at scheduling and set-up for video conferencing (Zoom, Teams, etc.)
• Must be able to work with a sense of urgency, juggle competing tasks effectively, and have a drive for results.
• Strong organizational skills required.
• Confidentiality and discretion are required.
• Tact and good judgment in confidential situations, a calm, welcoming demeanor, and the ability to maintain a sense of humor in a fast-paced environment while getting work done are essential.
• Must maintain a professional attitude and demeanor in difficult situations.
• Ability to work collaboratively with a wide range of individuals and contribute to a positive and inclusive work environment.
• Willingness to learn roles and responsibilities of colleagues and provide back-up support as needed.

Submission Package:

• 1-page cover letter
• Curriculum Vitae
• Three professional references (with contact information)

Important Information
Location: The position reports to the CEO in New York City and must report to the office in-person three days per week. Note the office is currently located in lower Manhattan, but frequent travel to our facilities on Governors Island may be required. (Eventually, The Exchange will fully relocate to Governors Island.)
Travel: None
Salary and Benefits: Salary for theSenior Executive Assistant is between $70,000 - $120,000 per year. The position includes eligibility for generous health and retirement benefits, and paid time off/sick leave.
Salary will be set based on a variety of factors, including but not limited to qualifications, experience, education, licenses, and specialized training. The above hiring range represents The Exchange's good faith and reasonable estimate of the range of possible compensation at the time of posting.

New York Climate Exchange Staff Core Competencies

• Develops and implements solutions that show understanding of how partners and/or own work achieves results that are financially, environmentally, and socially sustainable.

• Shares new insights based on in-depth understanding of clients/partners and recommends solutions for current and future needs of clients/partners.

• Initiates collaboration across boundaries and broadly across The Exchange, partner organizations, and other relevant institutions.

• Makes choices and sets priorities with The New York Climate Exchange corporate perspective in mind.

• Helps others to understand problems, partner and client needs, and the underlying context.

• Recognizes the value of diverse perspectives and lived experiences and applies a critical lens to systemic sources of bias and discrimination.

• Applies critical thinking and seeks input and experience from others to recommend a course of action consistent with The Exchange's strategy.

• Evaluates risk and anticipates the short- and long-term implications of decisions.

• Commits to a decision and acts once it has been reached.

The New York Climate Exchange is an Equal Opportunity Employer
The Exchange provides equal employment opportunities to all employees and applicants for employment without regard to unlawful considerations of race, color, creed, religion, gender, sex, national origin, ancestry, citizenship status, genetic information, military or veteran status, age, and physical or mental disability, or any other classification protected by applicable local, state, or federal laws.
Please note that due to the high volume of applications received, we are not able to provide individual feedback. Only shortlisted candidates will be contacted.

Note: Research indicates that men tend to apply for jobs when they meet just 60% of the criteria, while women and people from other marginalized groups only apply if they are a 100% match. If you are passionate about our mission and think you have what it takes to be successful in this role even if you don't check all the boxes, please apply. We'd appreciate the opportunity to consider your application.
You must be able to work in the United States as The Exchange does not yet have visa-sponsoring capabilities.