Executive Assistant - Third Derivative
Are you an administrative professional with exceptional organizational and communication skills? Are you able to manage several 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!
Tackling the climate crisis is a once-in-a-generation, trillion-dollar economic opportunity, and the world needs a healthy global innovation engine to identify and massively scale new climate technology solutions that will speed up the clean energy transition.
Founded for this purpose, Third Derivative (D3) – a program of RMI – is a global climate technology startup accelerator aimed at accelerating the rate of climate innovation. Our mission is to build an inclusive ecosystem that rapidly finds, funds, and scales climate tech innovation globally.
We’ve built a vertically integrated model that unites investors, corporates, experts, and startups to work together to increase the success and speed to market for climate innovation.
Since our launch in December 2020, our ecosystem includes $4T market cap of corporate partners, $7B AUM of investor partners (across five continents), and 78 startups reflecting climate innovations solving for all major emissions sectors.
Now, our high-performance team of climate enthusiasts is growing, and we’re seeking an Executive Assistant to our Managing Director to join us in accelerating our mission.
Scope of Work: The Executive Assistant will support the Managing Director of RMI’s Third Derivative program and other leaders reporting to them, as necessary.
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 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 is able to make adjustments seamlessly, proactively and with little advance notice.
- Take accurate meeting minutes of critical meetings, including but not limited to the weekly leadership meetings, standing internal business development meeting, and standing feedback gathering meetings.
- Handles requests daily from leaders and follows up in a timely and professional manner.
Team Support Responsibilities
- Maintaining Monday.com boards as required, tracking and ensuring completion of tasks in monday.com
- Circulates meeting materials and agendas, attends meetings and functions as notetaker; circulates action items to relevant participants following meetings, following up as needed.
- Organizes and manages logistics for in-person/hybrid quarterly meetings and get-togethers as well as leadership team meetings.
- Takes initiative to identify areas that would benefit from administrative improvement and suggest solutions.
- Enter vendor bills into Concur as needed; track recurring vendor bills to ensure timely submission for payment as needed
- 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 Word, Excel and PowerPoint, Zoom, Monday.com, Calendly, GSuite, Slack
- 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 and D3 to the outside world, often by engaging with people at the highest levels in corporations, foundations, government, and academic institutions.
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.
Please note that this position requires you to be located in Houston, Texas.
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.
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.
RMI compensates based on the level and requirements of the role. Salary within our ranges may also be determined by your education, experience, knowledge, skills, and abilities, as required by the role, as well as internal equity and alignment with market data. Typically, new Executive Assistants based in the U.S. join at the minimum to mid-salary range of $63,000 - $74,000. You would also have an additional 5% bonus target!
RMI offers a comprehensive benefits package adjusted to regional norms, including (for U.S. employment):
- Medical, dental, vision insurance
- 403b retirement options (5% match immediately)
- Life, AD&D, short-term and long-term disability
- Professional and personal development (including LinkedIn Learning access)
- Generous paid time off
- Parental leave
- Commuter and wellness benefits
- Casual work environment
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.
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.
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.