Program Assistant - US Program

Are you an administrative professional with exceptional organizational and communication skills? Are you able to manage several responsibilities/deadlines at a time, while ensuring exceptional accuracy and attention to detail? Are you a proactive problem solver who can anticipate challenges and opportunities in advance? Do you have strong interpersonal skills and a commitment to teamwork, while also being able to work independently? Do you enjoy the administrative challenges of supporting executive-level individuals? Are you passionate about clean energy and climate change? If yes, then join our team!
Individuals from underrepresented groups are strongly encouraged to apply!
Program Overview:
The US Program works to accelerate the US transition to an affordable, clean energy future for all. The US Program collaboratively develops RMI's overall US strategy by establishing clear priorities while working to integrate, elevate, and fill gaps in US-focused work across RMI's programs. The US Program works with government, industry, and civil society across all economic sectors to accelerate an equitable clean economy in the United States.
Position Overview:
You will support several US program leaders and their teams with calendar management, outreach and engagement of partners and stakeholders, travel planning, expense reports, meeting preparation, and synthesizing materials and research. You will support the US Program team with day-to-day administrative operations, program management, and systems utilization. You will work closely with the program's Program Operations Lead.
Main Responsibilities:
Executive and Team Support
Manages individual calendars for Leadership, as well as shared programmatic calendars.

Ensures Leadership is prepared for meetings and engagements by providing necessary information, reserving preparation time, and scheduling preparation meetings as necessary.

Coordinates with Leadership and their teams to develop a proactive approach to team meetings and engagements with external partners and stakeholders.

Submits timesheets and expense reports in a timely manner, maintains associated documentation.

Understands priorities and commitments of Leadership and canadjust seamlessly, proactively, and with little advance notice.

Handles daily requests from Leadership and follows up in a timely and professional manner.

Maintains and coordinates regular meeting agendas; makes sure facilitator is prepared, circulates meeting materials and agendas, circulates action items to relevant participants following meetings, follows up as needed.

Coordinates and schedules regular virtual social events for the US Program Team.

Coordinates Team Member recognition - e. g. , tracking birthdays, organizing cards when someone has a significant life event etc.

Travel and Event Planning
Creates and manages logistical and booking details related to domestic and international travel, including visa applications and renewals and planning for key events.

Creates and manages logistical and booking details for team events, retreats, and team high-priority team travel, including facilitating payment and submitting expense reports.

Schedules and coordinates team events and retreats, referencing both Executive and shared calendars.

Sources and contracts with vendors, venues, secures supplies for team events and meetings.

Additional Responsibilities:
Program Support
Helps manage the process for current contracts and creation of new contracts.

Submits vendor and contractor invoices in a timely manner for approval.

Maintains file management systems (SharePoint) including uploading documents, maintaining organization, granting permissions and resolving file-sharing issues promptly with IT.

Supports the maintenance of contact management systems.

Points team to Institute and programmatic resources, maintaining up-to-date knowledge of those available resources, where to access them and point people in all departments.

Assists with the day-to-day administrative operations of the Program as otherwise directed, which can include proposal development, research, process improvements, etc.

Technical Knowledge
Maintains a high level of proficiency with all RMI approved platforms and tools including Microsoft Office and Teams, Zoom, Adobe, Workday, Adaptive, Monday. com and others.

Supports Leadership and project managers to actively manage data and information in RMI approved platforms, including team calendars, budget tracking, tracking and updating project management, and tracking contracts and invoices

Actively pursues improvement in skill levels and technical proficiency, both independently and drawing from experience of peers.

Dependability and Flexibility
Can be relied upon to assist with projects outside areas of primary responsibility and deliver work in the timeframe identified with minimal oversight.

Is able tocalmly and efficiently handleunanticipated changes, including changes to schedules, plans and workloads, and reacts to these changes in a timely manner.

Approaches difficult situations with a positive attitude and identifies solutions.

Track record of impeccable ethics and discretion when ensuring that Leadership expenses are managed according to policy and details learned through supporting Leadership are kept strictly confidential.

Willingness to on occasion work outside of normal business hours to support teams across time zones.

Minimum Qualifications:
Two years of experience as an administrative assistant, or equivalent experience, in a professional environment

Proficient in Microsoft Office, Zoom

Excellent written and verbal communication skills

Experience planning events and domestic and international travel

Ability tomaintain professionalism and strict confidentiality at all times

Ability to identify potential problems before they arise and proactively propose solutions

Provenorganizationalskills and flexibility when it comes to balancing multiple priorities

Fluency in English

Preferred Qualifications:
Ability to interact with staff at all levels, often under pressure, remaining positive, flexible, proactive, resourceful, efficient, and managing multiple competing demands and priorities.

Proficient in Monday. com, Adobe, and Salesforce

Attention to detail and exceptional accuracy

Good judgment and strong decision-making ability

Location:
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. Our U. S. offices are in New York City; Washington DC; Oakland, California; Boulder, Colorado, and Basalt, Colorado. This role can be located from anywhere in the continental United States.
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 cou.