Executive Assistant

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JOB OPENING: EXECUTIVE ASSISTANT

DEPLOY/US is a nonprofit convener, funder, and accelerator of climate leadership across the political spectrum. A national organization, DEPLOY/US seeks an experienced, savvy, and thoughtful Executive Assistant.

ABOUT DEPLOY/US

DEPLOY/US’ goal is ambitious, durable decarbonization policies. With a bipartisan team and board, we are the only organization in the country focused on building the capacities, amplifying the voices, and scaling the impact of the entire ecosystem of civic enterprises and leaders working right-of-center on climate change, as a crucial foundation for bipartisan action.

DEPLOY/US is growing rapidly in scale and impact, and we have ambitious plans for the next few years. We have a highly mission-driven, collaborative, and learning-oriented organizational culture that is in the service of impact. We are committed to and value individual and team wellness.

Recent coverage of DEPLOY/US work:

• Vox cites DEPLOY/US as one of 11 of “the most high-impact, cost-effective, evidence based organizations.”
• Founders' Pledge recommends DEPLOY/US as a “promising bet to improve US climate policy, increasing the likelihood of further bipartisan policy wins and making the US climate response more robust, as polarization along partisan lines presents a major risk to continued US climate leadership”
• Robert Eccles interviews of DEPLOY/US CEO and VP Programs: A Conversation with Andrea Yodsampa and Alex Bozmoski of DEPLOY/US about Accelerating Bipartisan Climate Action

POSITION SUMMARY

DEPLOY/US seeks an experienced, full-time Executive Assistant, with an outstanding track record of supporting CEOs in fast-paced environments, to join our team. This is currently primarily a remote position, but it requires periodic time in-person in the MetroWest Boston area. It may transition to a hybrid position, with regular time in the Lexington, MA area.

This position will support DEPLOY/US’ Chief Executive Officer with a range of administrative support, including scheduling, internal and external communications, travel logistics. The position also will support broader organizational administrative needs, including event logistics and travel arrangements. The successful candidate will have significant experience supporting senior executives, including fast-paced, high-level communications, exceptional judgment, and attention to detail.

RESPONSIBILITIES

• Providing a wide-range of proactive and responsive support to the CEO, including all aspects of scheduling and travel (domestic and overseas), balancing multiple demands on the CEO’s time, with the ability to develop contingency plans and update schedules as needs or airline delays arise.
• Supporting broader organizational administrative needs, including event logistics, travel arrangements, and other administrative tasks.
• Responsible for managing complex, overlapping calendars, with high attention to detail and varying time zones.
• Assisting with receipts/expense reporting, preparing/printing letters for mailing and packaging gifts, event registrations, and other logistical tasks with precision and accuracy.
• Contributing to and, at times, managing event logistics for in-person fundraising parties, team retreats, dinners, conferences, and convenings.
• Booking reservations for restaurants, lunch deliveries, venues, catering, hotels, trains, flights, taxis, car rentals, etc.
• Conducting online research using search tools and resources and making inquiries via phone or email (for example, researching possible event venues, caterers, or comparing technical products).
• Developing, implementing, and maintaining administrative systems and procedures (for example, software used for booking taxis or polling for scheduling multi-party meetings).
• Researching and ordering promo materials, gifts, and office supplies. Keeping an accurate log and inventory of these assets.
• Maintaining google drive filing system with accurate organization. Assisting the CEO and leadership team with finding and filing documents, appropriately.
• Upon request, assisting with organizational operations (for example, address change, audits, and form submissions).
• Attending virtual team meetings, in-person retreats and events, as requested, and other internal and external phone and/or video calls, as needed.
• Meeting with the CEO and team for virtual and in-person co-working sessions.
• Driving to make occasional trips around the greater Boston and MetroWest area, especially in and near Lexington, MA (for example, to the post office, copy shop, or to pick up/deliver supplies).

QUALIFICATIONS

• Significant experience and proven track record supporting CEOs in a fast-paced, professional, excellence-oriented organization.
• Excellent oral and written communications skills for Zoom, phone, email, short memos, and other projects.
• Outstanding scheduling experience in a remote and fast-paced environment, with discretion and grace.
• Exceptional personal integrity, a strong work ethic, and a continuous learning and self-improvement orientation.
• Demonstrated, exceptional attention to detail and organizational skills.
• Ability to successfully work as part of a remote, mission-driven, bipartisan team.
• Versatility and flexibility to adapt to changing priorities throughout the day.
• Inspired by, and dedicated to, DEPLOY/US’ mission of advancing ambitious, bipartisan U.S. climate leadership, as well as DEPLOY/US’ unique strategy.
• Desired but not required:
  • Exceptional copyediting
  • Digital design and formatting skills (e.g. layout of written materials and PowerPoint/Google Slides presentations).
  • Experience working in G-suite (google docs, gmail, google calendar, slides, forms, and sheets).

JOB REQUIREMENTS

• Candidates for this position must have a clean driving record and up-to-date drivers license. Access to a reliable car with the ability to drive to Lexington, MA and across the greater Boston area, up to several times a week, is required.
• Candidates for this position must be willing to print DEPLOY/US materials from their home (printer to be provided) and store several large bins of equipment and merchandise for periodic shipping to events, team members, and partners.
• Candidates must occasionally lift and carry materials weighing up to 25 pounds to support office operations.
• Candidates must be eligible to work in the United States at the date of hire.
• DEPLOY/US is unable to sponsor work visas for candidates. All candidates for employment with DEPLOY/US will be subject to a background check before hire.

COMPENSATION

This is a full-time, salaried position. DEPLOY/US offers a very competitive total compensation and benefits package including medical, dental, vision, disability, life insurance, 401K match, generous PTO allowance, and more. (Salary range available for serious candidate inquiries.)

PROCESS

Please submit an application, including your resume and a cover letter in pdf format at this link. Applications without a cover letter will not be considered.

Applications will be reviewed on a rolling basis, with priority for applications received by January 31, 2025.

DEPLOY/US is an Equal Opportunity Employer and welcomes candidates regardless of age, race, ethnicity, national origin, religion, gender, sexual orientation, disability, medical history, and other non-merit characteristics.