Program Assistant and NY Office Coordinator – Climate Intelligence

New York City, NY

Are you an administrative professional with exceptional organizational and communication skills? Does organizing give you peace? Does efficiency excite you? Are you at your best when working on a variety of projects and tasks? Do you look into the future, proactively solving problems and anticipating opportunities? Are you self-motivated and able to work independently, but also a collaborative team player? Do you enjoy the administrative challenges of supporting high powered individuals? If yes, then join our team!

Individuals from underrepresented groups are strongly encouraged to apply!

Program Overview  

The Climate Intelligence Program focuses on making emissions visible and translating data into actionable insights and tools for those best positioned to reduce emissions. We collaborate with a global network of NGOs, academics, policymakers, financial institutions, and businesses to enable emissions reductions in some of the highest emitting industrial sectors. Our work focuses not only on quantifying the risks of climate inaction but also on identifying emerging opportunities to meet 1.5-degree climate targets.

Position Overview 

You will be both Program Assistant (75% time allocation) and part-time Office Coordinator (25% time allocation).

As a Program Assistant you will serve as the liaison between the Climate Intelligence Program leadership and internal and external contacts including business partners and donors. Additionally, you will assist with the day-to-day operations of the Climate Intelligence Program. You will work in close collaboration with program leadership, the Climate Intelligence Program Coordinator, and the existing Program Assistant.

In your partial role as the New York Office Coordinator, you will serve as the first point of contact for staff and guests and will be the primary contact for all office-related management. Other duties will include ordering snacks for the office, helping to manage the desk hoteling software for our Manhattan office of 50-80 colleagues and taking charge of other office-related general tasks. You will become an integral partner in modeling the culture, efficiency, and atmosphere of our NYC office!


Your Responsibilities

Professional Service and Support

·       Provides comprehensive administrative support to Climate Intelligence Program Principals, and Managing Director (as needed), plus New York Office. Administrative duties include:

·       Managing files, scheduling appointments, and maintaining calendars

·       Understanding priorities and commitments of the executives and can adjust, often with little advance notice

·       Managing expense reporting, timesheets, and associated documentation

·       Screening and managing phone, postal mail and emails

·       Managing facilities needs promptly

·       Keeping the office kitchen and supplies stocked as needed

·       Handles email requests and follows up as needed and in a timely manner

·       Assists with the day-to-day administrative operations of the Climate Intelligence program and New York Office

·       Actively seeks collaboration across the program and RMI

Travel Schedule and Support

·       Creates and manages accurate and detailed logistical and booking details related to domestic and international travel (including visa applications)

Technical and Tools Knowledge

·       Acts as back up tech support for the Climate Intelligence Program and NY Office. This includes

·       Maintaining working knowledge of and facility with office tools and software including Microsoft Office,, Concur and videoconference systems

·       Understanding the basic functioning and troubleshooting of smart phones, printers, and other devices

·       Maintaining file management system (SharePoint) including uploading documents, maintaining organization, granting permissions and resolving filesharing issues promptly with IT

·       Actively pursues improvement in skill levels


Minimum Qualifications:

·       Three years of experience as an executive assistant in a professional environment or as an office coordinator

·       Proficiency in Microsoft Office, Calendar functions, videoconference systems and typical contact database software such as Salesforce

·       Excellent written and verbal communication skills

·       Approaches tricky situations with a positive attitude and looks for solutions

·       Experience planning domestic and international travel

·       Can maintain strict confidentiality when accessing protected information

·       Can graciously and efficiently handle unanticipated changes to schedules, plans and workloads

·       Exhibits an elevated level of professionalism in interaction with others

·       Demonstrated ability to self-motivate

Additional Qualifications:

·       Ability to interact with staff at all levels, often under pressure, remaining positive, flexible, proactive, resourceful, efficient, and managing multiple demands

·       Good judgment and strong decision-making ability

·       Picks up new skills quickly

·       Can be counted on to assist with projects outside areas of primary responsibility and deliver work in the timeframe identified

·       Experience engaging with executive level staff in corporations, foundations, government, and academic institutions


The position will be expected to work in the RMI New York City office.


Important Note:

As a U.S. federal contractor, RMI must comply with requirements outlined Executive Order Ensuring Adequate COVID Safety Protocols for Federal Contractors. This Executive Order requires that all federal contractors and subcontractors mandate and verify that all U.S. based employees are fully vaccinated against COVID-19. If you are based in the U.S., you will be required to provide proof of full vaccination status as a condition of employment. You may request an accommodation for medical or religious reasons. If you are based outside of the U.S., this requirement does not apply.


The hourly wage range for this position is $24.52-$28.85. This is dependent upon experience that will be discussed and vetted through the interview process. This position also includes an additional 5% bonus target.


We offer a comprehensive benefits package including:

·       Medical, Dental, Vision Insurance

·       403b Retirement Options (5% match immediately)

·       Generous PTO

·       Learning & Development opportunities

·       Parental leave

·       Life, AD&D, Short Term and Long-Term Disability

·       Commuter and Wellness Benefits


Increasing the diversity of thought, perspectives, ideas and opinions within RMI is a critical change element supporting our long-term sustainability and mission to build a clean, prosperous, and secure energy future.

We strive for a level of diversity that reflects the communities we serve. Achieving this—regardless of ability, race, ethnicity, ancestry, age, gender, sexual orientation, religion, veteran status, socioeconomic class, educational attainment or other social identities—is critical to the success of each RMIer and collectively as an organization. This ensures that we:

·       Have the different array of thinking that comes from diverse backgrounds and cultures, enabling us to solve some of the world’s greatest challenges.

·       Strive for a culture of inclusion and belonging by treating others with dignity, respect and appreciation enabling them to feel welcomed, supported and valued.

·       Effectively connect, communicate and build long-lasting relationships with decision makers, stakeholders and constituents within diverse communities.

RMI is an Equal Opportunity Employer.


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.


JOB CODE: 1000534