Executive Assistant

With world attention on both the environment and the economy, Environmental Defense Fund (EDF) is where policymakers and business leaders turn for win-win solutions. By focusing on strong science, uncommon partnerships and market-based approaches, we tackle urgent threats with practical solutions. We are one of the world’s largest environmental organizations, with more than two million members and a staff of approximately 630 scientists, economists, policy experts, and other professionals around the world. We operate in 22 geographies with unique projects running across four programs. You will be part of a vibrant workplace that welcomes diverse perspectives, talents and contributions, where innovation and results are a way of life.

Overall Function

 

The Executive Assistant provides executive-level support to the Project Director and supporting Program Management and Technical Advisory Team members of the MethaneSAT project, within the Office of Chief Scientist team in the San Francisco office.  The Office of Chief Scientist is the nexus of science at EDF, ensuring that the science (natural and social sciences) that is the backbone for all EDF policy positions is based on the best available information. To be most effective in this role, the Office of Chief Scientist provides programmatic support for all scientists at EDF and fosters relationships with scientists outside the organization. The Executive Assistant will report to a Senior Manager in the Office of Chief Scientist and support the team in five key areas: administrative support, project and contract management, research, computer systems maintenance, and board management.

 

Term

 

This is a full-time, 2-year term position.

 

Key Responsibilities

  • Maintain busy calendar and arrange extensive travel for the Project Director team members. Develop schedule effectively relative to Project Director’s short-term needs, long-term plan and yearly goals.
  • Act as coordinator and manage Project Director’s day and maximize efficient use of  time with a focus on rapid day-of scheduling changes.
  • Coordinate amongst OCS senior staff to ensure materials are developed in a time-sensitive way.
  • Prepare Project Director for meetings including printing documents, collecting supporting documentation and researching background information.
  • Keep informed about major project developments; learn and stay abreast of current priorities as they relate to the Project Director’s goals and strategy.
  • Prepare written communications and correspondence on behalf of the Project Director and supporting team, including research as required.
  • Answer and screen phone calls and emails. Take messages and field questions as appropriate.  Monitor  Project Director’s inbox for urgent needs.
  • Proofread, edit, and facilitate program-wide documents and reports requiring multiple manager input.
  • Organize meetings with internal programs as well as outside organizations.
  • Create and maintain administrative systems.
  • Facilitate expense reports, invoices, contracts, and other documents requiring Project Director’s and broader team’s engagement.
  • Coordinate with Operations Manager to submit external expenses and invoices and if capacity, support with financial reports.
  • Professionally handle confidential information including administration and personnel information with appropriate discretion.
  • Act as liaison with other internal departments/programs and outside organizations.
  • Assist other Program colleagues with meetings and special projects.

     

Qualifications

  • At least 5 years experience supporting a senior-level manager with demonstrable knowledge of impactful schedule management and travel coordination.
  • Undergraduate degree preferred.
  • Extremely organized and detail-oriented with a commitment to excellence.
  • Strong problem-solving skills.
  • Proficiency with MS Office applications, including Microsoft Outlook, and impeccable technical skills.
  • High comfort level with numbers.
  • Strong written and oral communication skills.  Research-savvy; internet and resource proficient.
  • Good interpersonal skills, as this job requires frequent interaction with diverse individuals including board trustees and funders.
  • Ability to create strong relationships, both inside and outside the organization, and represent the program in the most effective and gracious manner.
  • Poised, confident, self-directed and assertive with high energy, resourcefulness, adaptability and creativity with an emphasis on diplomacy.
  • Intuitive, with a proactive focus on supporting the goals of the Chief Scientist and Program staff.
  • Formidable coordination ability in true partnership with Project Director and other team leaders.
  • Ability and maturity to manage up as well as down.
  • Excellent judgment and discretion.
  • Ability to focus, multi-task, prioritize and meet deadlines in a rapidly moving environment.
  • Enjoys a team-oriented, fast-paced and entrepreneurial culture.
  • Knowledge of environmental issues and/or policy is a plus.

Environmental Defense Fund is an equal opportunity employer where an applicant's qualifications are considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or any other basis prohibited by law.

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