Administrative Assistant

Applications received through LinkedIn will not be reviewed. Please see "How to Apply" below for instructions.

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The Administrative Assistant is a vital hub for the daily logistics and operations of the organization, supporting Climate Science Alliance’s mission and vision by helping the team stay organized and connected.  The Administrative Assistant works closely with the entire Alliance team and supports the Director of Operations in the implementation of policies and procedures related to the office, facilities, financials, grant reports, and contracts. The role requires an individual who is warm, organized, and proactive, with strong technical skills and experience in administrative support.

The Administrative Assistant reports to the Director of Operations and will advance the Climate Science Alliance’s goals through four primary focal areas: 

1. Office and Facilities
2. Finance, Reporting, and Contracts
3. Board Coordination and Logistics
4. Other

PRIMARY DUTIES AND RESPONSIBILITIES

Office and Facilities (30%)

• Maintain a welcoming, safe, well-stocked, and organized office environment.
• Coordinate with building management and vendors on office needs and maintenance.
• Maintain office supply inventory and ordering.
• Organize incoming communications for the Climate Science Alliance team through channels such as the organization’s phone line, email, and contact form.
• Support internal communications through informal updates, presentations, and coordination of weekly staff meetings.
• Provide other scheduling and logistical meeting support as needed.
• Help plan and coordinate team gatherings and serve as a promoter of a positive, collaborative, and cooperative culture and environment.
• Support general day-to-day operations to keep the team running smoothly.

Finance, Reporting, and Contracts (40%)

• Assist with basic bookkeeping tasks and expense tracking.
• Collect, organize, and file receipts from staff or office vendors in a timely manner.
• Prepare invoices for review and approval and otherwise support the accounts payable and accounts receivable processes.
• Support key grant management activities by tracking deliverables and coordinating the completion of narrative and financial reports.
• Coordinate the drafting, execution, renewal, amendment, and termination of contracts.  Prepare initial drafts of contracts as requested.
• Maintain a centralized, organized, and secure repository of digital and physical contracts.

Board Coordination and Logistics (20%)

• Assist with scheduling and coordinating board meetings, including preparing agendas and materials.
• Coordinate board communications and maintain accurate contact records.
• Support meeting logistics such as catering, AV setup, and room preparation.
• Track action items and follow up on board-related tasks as needed.

Other (10%)

• Contribute to programs and events by participating in planning and providing on-site event support as needed.
• Provide technical and logistical support to external partners as assigned.
• Other duties as assigned.

Qualifications

The Administrative Assistant is a professional position within the Climate Science Alliance and is expected to possess the necessary knowledge and skills to coordinate day-to-day activities required of this position. We recognize that no one person will have all the skills listed below and welcome applicants from a variety of experiences to apply. We welcome applications from individuals of all backgrounds to apply, including Indigenous, Black, Latine and/or LGBTQIA+ individuals.

This position requires professional competency in:

• Self-Direction: Takes ownership of tasks and manages tasks independently.
• Initiative and Resourcefulness: Goes beyond assigned responsibilities to seek innovative approaches and resources to accomplish organizational goals.
• Collaborative Mindset: Works effectively within interdisciplinary and cross-functional teams. 
• Partner-Centric Approach: Practices consistent thoughtfulness and helpfulness with staff, partners, and donors to address their needs and meet expectations.
• Proactive Problem-Solving: Anticipates challenges and develops solutions before they are needed.
• Adaptability: Adjusts quickly to changing priorities and needs while meeting goals with high-quality work.

The minimum required qualifications include:

• An Associates degree (B.A./B.S. preferred) or equivalent work experience in a related field, such as business administration, communication, environmental science, etc.
• 1-2 years of experience in administrative support and office operations
• Basic bookkeeping experience and a familiarity with financial tasks like tracking expenses and preparing invoices
• Excellent written and verbal communication skills
• Basic knowledge and understanding of environmental conservation and restoration and climate change and impacts
• Proficient in the following platforms or similar: Quickbooks, Adobe, MS Office (Excel, Word), and G-Suite
• A commitment to the Climate Science Alliance mission

Ideal candidates will also possess many of the following skills:

• Spanish language fluency
• Experience working with a nonprofit organization
• Experience with Notion or similar project management software

TERMS

Position Type

• This is a full-time, in-office position based in La Jolla, California. The expectation is that this position will maintain normal business hours between 9:00am to 5:00pm Monday through Friday unless otherwise discussed or in the case of after-hours or weekend programs or events.
• Position salary is $22-27 per hour based on experience.
• This position is contingent upon funding and performance.

Working Conditions

The position requires the successful candidate to have a valid US driver’s license and clean driving record. The position requires occasionally lifting objects of up to 40 lbs and participating in community events in hot, dry, and sometimes wet conditions.

How to apply

Qualified candidates need to submit a letter of interest and resume in PDF format to info@climatesciencealliance.org. Please put “[Your Name] - Administrative Assistant” in the email subject heading. In your letter, include your responses to the following:

• Why do you want to work for the Climate Science Alliance?
• Briefly, what is your greatest strength that you would bring to this role?
• Briefly, what is one example of your experience that is particularly relevant to this role? 
• When can you start?
• Have you read the position pay and terms, and are you comfortable with them?

The position will remain open until filled.