Executive Assistant CPO

Job Description

Are you a part-time (24-30 hours/week) administrative professional with exceptional organizational and communication skills? Are you able to manage multiple 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 have strong team and interpersonal skills and the ability to work independently? Do you enjoy the administrative challenges of supporting executive-level individuals? If yes, then join our team! 

Individuals of underrepresented groups are strongly encouraged to apply!

Program Overview: This role will be a member of the People (HR) team.

Scope of Work: The Executive Assistant will support RMI’s Chief People Officer (CPO) and Director/Senior Director People Team leaders.  

Specific responsibilities include: 

Executive Support Responsibilities 

Manages calendars and email. Ensures leaders are 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 leaders’ ability to effectively lead the organization.  Serves as ‘gatekeeper’ for leaders, streamlining communication and serving as primary point of contact with both internal and external stakeholders.  Submits timesheets and BSB credit card expense reports for leaders in a timely manner. Creates and manages all logistical and booking details related to domestic and international travel, including maintaining all travel rewards, memberships, and travel documents (passports, TSA PreCheck, Global Entry, Driver’s License, etc.)  Organizes approval requests for leaders and supports ensuring timely review and support (expense/invoice approvals, contracts, etc) Understands priorities and commitments of leaders and can adjust seamlessly, proactively and with little advance notice.  Take accurate meeting minutes of governance councils and board committees for which the CPO serves as the staff liaison. Handles requests daily from leaders and follows up in a timely and professional manner. 

Team Support Responsibilities 

Creates, organizes, and manages slides, materials, and logistics for virtual monthly team meetings, annual in-person team meetings, and annual team leadership meetings. Circulates meeting materials and agendas ahead of time; attends meetings and functions as notetaker and agenda keeper; circulates action items to relevant participants following meetings, following up as needed.  Supports the procurement process for all People Team vendors and contractors. Enters vendor and contractor invoices into Workday; track recurring vendor bills to ensure timely submission for payment, as needed. Manages the People Team annual budget process and monthly reconciliation/review. Assist management of Grid pages as requested. Supports the maintenance of our file management system (SharePoint) including uploading documents, maintaining organization, granting permissions, and resolving filesharing issues promptly with IT.  Maintaining Monday.com boards as required, tracking and ensuring completion of tasks in monday.com Takes initiative to identify areas that would benefit from administrative improvement and suggest solutions. 

Minimum Qualifications: 

Three to five years of experience as an Executive Assistant or similar administrative position in a professional environment, working directly supporting C-level executives Advanced proficiency in Microsoft Office, particularly Excel and PowerPoint, Zoom, and Adobe Excellent written and verbal communication skills  Ability to identify potential problems before they arise and proactively propose solutions Ability to interact with staff at all levels, often under pressure, remaining positive, flexible, proactive, resourceful, efficient, and managing multiple competing demands and priorities while ensuring accuracy and attention to detail Ability to always maintain professionalism and strict confidentiality Good judgment and strong decision-making ability Proficient note-taker, able to concisely capture action items and follow up with appropriate team members to ensure completion.  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.  Represents RMI to the outside world, often by engaging with people at the highest levels in corporations, foundations, government, and academic institutions. 

Location    

We are a remote-ready company 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. Our U.S. offices are in New York City; Washington DC; Oakland, California; Boulder, Colorado, and Basalt, Colorado. This role can be located from anywhere in the continental United States.   

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. 

Benefits 

We offer a comprehensive benefits package including: 

Medical, Dental, Vision Insurance    403b Retirement Options (5% match, with no vesting schedule)   Life, AD&D, Short Term and Long-Term Disability    Commuter and Wellness Benefits  Professional and personal development (including LinkedIn Learning access)    Generous paid time off  Parental leave  Casual work environment   

Compensation 

The per hour range for this position is $34 to $41. This is dependent upon experience that will be discussed and vetted through the interview process. 

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 nonprofit founded in 1982 that transforms global energy systems through market-driven solutions to align with a 1.5°C future and secure a clean, prosperous, zero-carbon future for all. We work in the world’s most critical geographies and engage businesses, policymakers, communities, and NGOs to identify and scale energy system interventions that will cut greenhouse gas emissions at least 50 percent by 2030. RMI has offices in Basalt and Boulder, Colorado; New York City; Oakland, California; Washington, D.C.; and Beijing. RMI-India, a sister organization, has an office in New Delhi. 

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