The Open Earth Foundation - a California-based research and deployment 501c3 nonprofit developing innovative open digital infrastructure for improved management of planet Earth - has a number of projects and initiatives underway as well as a network of collaborators and partners globally. We are looking for motivated, purpose-driven and talented professionals to join our team.
Send resume and cover letter to email in posting. Subject line: Administrative and Communications Assistant
We support diversity and inclusion in teams, and believe people should align their work with their purpose. Join us if you love Earth.
THIS POSITION: Administrative and Communications Assistant
Open Earth Foundation (OEF), a small organization with ambitious goals, is seeking an administrative assistant to take on a range of administrative responsibilities to support the Executive Director and the management team in the organization launch and across functional areas.
The ideal candidate will have knowledge and experience in administrative processes and procedures in nonprofits and/or impact startups. They will understand the big picture, be extremely well-organized, can execute on all the small details, is a thoughtful and consistent communicator, and possess demonstrated ability to undertake multiple projects and priorities simultaneously (including with a remote/international team).
This position will work directly with the Executive Director and other members of the executive team to assist in establishing and maintaining new operational and administrative processes and structure, perform associated tasks, and support high-level organizational priorities.
This is a significant opportunity for a skilled, agile and experienced individual to have a hand in developing the position into a dynamic management role with an exciting new climate technology innovation nonprofit.
Familiarity with impact entrepreneurship for Climate Change, the Sustainable Development Goals, environmental issues and/or social justice is desired. Interest in or familiarity with technological solutions and/or communications experience in these areas is a plus.
Due to the remote team (and international network of partners) there will occasionally be a need to work flexible or extended hours including at times, weekends and holidays. In turn, OEF offers some flexibility to accommodate personal needs. Our goal is building trust and autonomy in completion of tasks.
The ideal candidate will:
Act as primary administrative support for the Executive Director, management team and operational processes.
Operate and self-manage toward agreed goals and objectives with minimal supervision.
Ensure smooth-running of the “virtual office” and physical office once established (in Los Angeles).
Act with discretion and integrity in your communications.
Specific Duties include (but are not limited to):
Schedule, manage, and capture minutes of team meetings and other executive meetings as needed.
Manage organizational and Executive Director's calendar.
Assist in preparation and assembly of documents, presentations, grant applications and other materials for various projects as needed.
Assist in development and maintenance of shared drives, databases, records, and in engagement with external bookkeeping firm.
Coordinate physical and email correspondence and preparate emails and communications related to the Executive Director as well as the organization's administrative and operational activities. Manage the organization’s “info” and “HR” email folder.
Event and project planning, management and operational assistance (online and physical) including but not limited to the Collabathon
Communications and Marketing
Assist in development of communications strategy, process and content
Develop (with executive team) and maintain media and communications contacts list
Assist with content updates on website and social media posts
Scheduling and tracking of social media post metrics
REQUIREMENTS OF THE ROLE
Experience and Knowledge
Experience as an administrative assistant, executive assistant and/or communications assistant.
Experience working with multicultural teams and in remote/online capacity.
Previous experience in communications and social media
Knowledge of / and experience working on climate change, the Sustainable Development Goals, social impact and/or environmental is desired. Interest in or familiarity with technological solutions for impact in these areas is a plus.
Excellent interpersonal skills in dealing with all levels of management internally and externally.
Excellent verbal and written skills in English (additional languages a plus)
Exceptional organizational skills; ability to identify needs, multitask and balance competing priorities in a dynamic team.
Capacity to work independently, flexibly and remotely/virtually or in-office setting as well as a willingness to work flexible or extended hours.
Experience on Apple OS systems, Office 365, and online project management, scheduling, communication and other tools (e.g. Monday.com, Trello, Calendly, Google Suite, GoogleMeet, Zoom, Slack, etc.)
Excellent capacities with excel spreadsheets
Experience with presentation, communications and social media tools such as PowerPoint, Mailchimp, Hootsuite, etc.
Website content management systems experience on Squarespace and Wix and/orGraphic design skills (Adobe Illustrator, Photoshop Canva and other visual tools )is a plus
University Degree (Bachelor’s equivalent or higher). Ideal formal training includes startup and/or nonprofit management, business or public administration, finance, communications, accounting, social sciences or related areas.
A minimum of three years of progressively responsible experience in administration, operations, communications, logistics, financial management, budget or related field.
Knowledge of administrative, budgetary, communications, financial and human resources policies and procedures. Ability to apply industry standard administrative rules and regulations in work situations.
Accountability: Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports team members; Troubleshoots when issues arise
Planning and organization: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; Supports other foundation cultivation strategies; undertakes additional tasks as required
Ability to embrace new challenges, take ownership and initiative as a key team player.
OEF is an Equal Employment Opportunity Employer