Job Description

POSITION OVERVIEW
Position title: Administrative Coordinator
Salary: Competitive and commensurate with experience, with full benefits package (Range: $70,000 to $80,000 per year)
Type of position: Full-time, permanent, exempt
Anticipated start: Negotiable; no later than April 17, 2023
Position duration: Permanent
Location: Remote/virtual (some travel may be required)

APPLICATION WINDOW
Open date: February 14, 2023
Final date: February 27, 2023
Applications will continue to be accepted after this date, but those received after this date will only be considered if the position has not yet been filled.

POSITION DESCRIPTION
The Climate and Wildfire Institute (CWI) is seeking to hire an Administrative Coordinator to assist with building a world-class institution focused on identifying and implementing the best available science, policy, and technology to address the challenges posed by wildfire and climate change. The Administrative Coordinator will work closely with the Deputy Director for Operations and External Affairs and executive team to support the organization’s operations and growth.

We are looking for an experienced administrative assistant/specialist with relevant organizational and administrative expertise including, but not limited to day-to-day administrative, logistical, project support, and process management. This position supports CWI’s Operations, consisting of communications, finance, contracts management, event coordination, human resources, and external affairs. Reporting to the Deputy Director for Operations and External Affairs, this will be a remote position with future opportunities to be based at a physical location of CWI as those are developed.

We are looking for a resourceful and proactive individual with exceptional attention to detail and follow-through. They must be a team player, capable of managing complex tasks, balancing multiple projects concurrently, and prioritizing accurately. The position requires strong interpersonal skills and the ability to maintain positive relationships with staff at all levels. The ideal candidate should possess the ability to handle confidential information with utmost trustworthiness.

CWI is committed to working in close partnership with public, private, and academic stakeholders across California, Nevada, and worldwide to develop practices that reduce the societal and environmental risks of wildfire in a just, equitable, and inclusive manner. CWI is formed as a 501(c)(3) organization and will work with NGOs and private entities as well as universities and governments to avail itself of the most relevant and timely information and technology.

PRIMARY RESPONSIBILITIES

• Executive team-level administrative support, including assistance with scheduling, coordinating group meetings, routing correspondence, drafting letters and documents, note taking, and organizational recordkeeping.
• Provide administrative support for CWI projects and other working and advisory groups, including preparing meeting agendas, materials, scheduling, and confirming attendance.
• Serve as the main administrative point-of-contact between internal and external colleagues, promoting a positive image of CWI in all interactions with people at all levels.
• Gather materials and resources needed for presentations and decision-making processes, collecting, synthesizing, and analyzing information, complete reporting processes, and provide support for executive decision-making.
• Assist in scheduling and planning for meetings, events, and convenings, which may include coordinating arrangements for participants and staff, managing logistics, and preparing and disseminating invitations and materials.
• Negotiate and process invoices and vendor contract paperwork; serve as liaison for vendors and the finance team on billing matters. Complete data entry of expenses.
• Organize and maintain operational materials including agendas, files, meeting notes, and other related documents/files.
• Help support CWI communications, engagement, and outreach initiatives.
• Assist with improving virtual office systems.
• Assist with various human resource processes, including posting positions, scheduling interviews, assisting with employment paperwork, and some personnel recordkeeping.
• Other duties and/or projects as assigned.

QUALIFICATIONS

• Basic qualifications (required at time of application)
• Minimum of five years of relevant experience in an executive support or administrative position reporting directly to senior management. A combination of experience and college education may be considered.
• High school diploma or equivalent required. Some college or college degree is preferred but not required.
• Experience managing administrative operations in a virtual environment.
• Advanced computer skills and demonstrated experience with calendaring software, email, and other applications including Google Workspace, Word, Excel, and Zoom meeting management.
• Interest and experience in providing support across a team, including scheduling, event coordination, and materials management. Demonstrated expertise in ensuring document control and organization.
• Well-developed organizational skills and attention to detail. Ability to work independently.
• Uses discretion at all times including dealing with confidential and sensitive information.
• Outstanding communication skills and ability to work well with staff and the community.

Preferred qualifications

• Highly collaborative, flexible, and responsive. Resourceful, self-disciplined, and takes initiative.
• Openly communicates. Strong decision-making abilities and good judgment.
• Ability to juggle many projects simultaneously and under tight deadlines.
• Open to feedback, coachable, and willing to follow directions. Regularly seeks feedback on performance and areas for growth.
• Budget or fiscal experience.
• Ability to work with people from a variety of disciplinary backgrounds and policy perspectives.
• Located in the general Sacramento region or Bay Area preferred.
• A passion for CWI’s mission.

Experience tells us that people within historically marginalized communities, including women and people of color, may be less likely to apply to jobs if they don’t meet every single qualification. CWI is dedicated to building a diverse, inclusive, and authentic workplace. If you’re excited about this position but are concerned that your experience doesn’t align perfectly with every qualification within the job description, we encourage you to apply or reach out to us to discuss. You might just be the right candidate for this or other roles.

How to Apply

• Document requirements
• Resume
• Cover Letter

• Three required (please provide name, email address, and phone number)

Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: 60,000 - 80,000.

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