Executive Assistant - 24 Hours Per Week

The Biomimicry Institute is a fully remote organization, however for this (24 hour per week) position we will only be considering candidates from California and Washington. Preferred candidate will have experience working in non-profits or environmental organizations. Applicants from states with salary band posting requirements: Salary is determined based on internal equity; internal salary ranges; market data/ranges; applicant’s skills; prior relevant experience; degrees or certifications, etc. The salary for this position ranges from $20 - $26/hr.
Kindly submit a cover letter with your application and resume. In the cover letter, please include a response to the following prompt: "Our staff likes to share 'cool biology' facts with each other. What is something you recently learned about nature or a specific organism that really captured your imagination?"
**We encourage people of all backgrounds and experiences to apply. Even if you don’t think you are a perfect fit, apply anyway - you might have qualifications we haven’t even thought of yet.**

Job Purpose

This position plays a central role in supporting the CEO, Board of Directors and Directors of the Institute in executive and administrative support. This includes managing the CEO’s calendar, scheduling meetings, completing documents and PowerPoint drafts and arranging travel. For the Board of Directors it involves taking meeting minutes, scheduling meetings and logistics for in person events, organizing committee meetings and general board support. The role also includes organizing staff retreats and in-person meetings and workshops.

Essential Functions

Executive Assistant

• Manage the CEO’s calendar, take initiative to schedule meetings with external and internal parties to avoid schedule clashes.
• Book all CEO travel, event and conference registration and logistics and speaking engagements, domestically and internationally.
• Assist the CEO with drafting documents and PowerPoint presentations and distributing them for comments as needed.

Administrative Support

• Organize in-person events and workshops/retreats for the organization and various team members.
• Provide administrative support to the board, including the scheduling of board meetings, committee meetings, taking minutes, distributing board documents, managing files and coordinating travel as needed.
• Support the Director of Finance and Operations with administrative support on an as needed basis, including managing the filing system, conducting research and assisting with special projects.

QUALIFICATIONS

Education and Experience

• An AA or BA in a related field, ideally business administration and/or 5+ years of combined experience in Executive support and administration.
• Knowledge of best practices in calendar management, travel and event logistics.
• Experience in the google platform as well as using PowerPoint. Ideally has strong graphic skills and ability to translate complex information into clear and compelling graphics.
• Experience working in a remote team environment.
• Proven commitment to diversity, equity, and inclusion:
  • Ability to actively cultivate and develop inclusive and equitable working relationships with coworkers, management, board members and clients.
  • Employs anti-racist practices and principles to accomplish work.
  • Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.
  • Incorporates an anti-racist and anti-oppressive lens into TBI programs.
  • Teaches using equitable and inclusive pedagogy.

Skills/Abilities

• Personal qualities of integrity, credibility, and dedication to the mission of the Biomimicry Institute.
• A successful track record analytic, organization and problem solving skills which support and enable sound decision making. Keeps track of responsibilities and meets deadlines and goals.
• Ability to keep track of many moving parts at once.
• Adaptable—manages a constantly changing remote work environment; learns to collaborate with geographically dispersed new team members, etc.
• Clear, direct, and succinct communicator.
• An eye for design, enough to effectively communicate vision.
• Comfortable learning and using the digital tools the Biomimicry Institute uses—with little to no assistance, and willing to try out new technologies and work tools.
• Self-sufficient—takes the initiative and completes work without undue supervision
• Strong communication and relationship building skills. Ensures every team member is given a chance to speak. Demonstrates the ability to understand others’ thoughts and feelings (social sensitivity). Respectfully engages in disagreements. Keeps team members informed/updated. Is a good active listener who understands what’s being asked of them and the priorities of various tasks.

Physical Requirements

The physical demands described here are representative of that which an employee encounters while performing the essential functions of this job. Reasonable accommodation can be made to enable individuals with disabilities to perform the essential functions.

• Activities that occur constantly are communicating effectively with others to exchange information; assessing the accuracy, neatness and thoroughness of the work; repeating motions efficiently that may include the wrists, hands and/or fingers; prolonged periods of working at a computer; remaining in a stationary position, often standing or sitting for prolonged periods.
• Activities that occur occasionally are moving about to accomplish tasks or moving from one worksite to another; adjusting or moving objects less than 50 pounds in all directions.

Work Environment (Remote)

The work environment described here is representative of that which an employee encounters while performing the essential functions of this job. Reasonable accommodation can be made to enable individuals with disabilities to perform the essential functions.

• Duties are performed in a home workspace. Employees are expected to maintain their home workspace in a safe manner, free from safety hazards.
• No travel is required at this time

This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions, or working conditions associated with the job. This job description is not a contract of employment, or a promise or guarantee of any specific terms or conditions of employment. The Biomimicry Institute may add to, modify, or delete any aspect of this job (or the position itself) at any time as it deems advisable.

The Biomimicry Institute is an equal opportunity employer committed to diversity and consideration of all applicants for positions without regard to race, color, national origin, ancestry, religion, sex, gender identity, gender expression, marital status, sexual orientation, military and veteran status, pregnancy, age, physical or mental disability, medical condition, genetic information or any other legally protected category.

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