Executive Assistant

Executive Assistant

Permanent

Executive Department

Union of Concerned Scientists

Remote/Hybrid – located near our Cambridge, MA office

Bargaining Unit Position: No

Our organization

The Union of Concerned Scientists (UCS) is an independent nonprofit that puts rigorous, independent science into action, developing solutions and advocating for a healthy, safe, and just future. We envision a peaceful, healthy, and just world where science serves people and the planet by guiding policy decisions, reducing risks, and improving lives.

For over five decades, we have been working as scientists, engineers, economists, advocates, and everyday people to create and advocate for innovative, practical solutions to some of our planet’s most pressing problems—from combating global warming and developing sustainable ways to feed, power, and transport ourselves, to fighting misinformation, advancing racial equity, and reducing the threat of nuclear war. Values informing our work include:

• Science in the service of people and the planet.

• Justice and Equity for people of all races and incomes—now, and for future generations.
• Courage to take principled, science-based stands in the public arena.
• Integrity to always examine evidence critically, openly, and honestly.
• Democracy promotes a voice for all in government decisions.
• Action inspiring and mobilizing people to build a healthier, safer, and more just world.

UCS’s Executive Department

The Special Assistant is responsible for a high level of administrative support for both the CFAO and the CJEO. This includes scheduling according to the needs and preferences of each department, proactively identifying and resolving schedule conflicts; ensuring materials are prepped and available for meetings; helping book travel; processing monthly expense reports; helping organize and ensure the smooth operation of webinars and meetings as well as take on occasional project management responsibility and work with other members of the executive support team to implement systems and processes to ensure the highest possible functioning of the Executive Office. This person will also occasionally draft and distribute organization-wide materials and must maintain confidential information with discretion and maturity.

Responsibilities

Chief Justice and Equity Officer Support

• Help coordinate and schedule JEDI (justice, equity, diversity, and inclusion) Office hours and organization-wide educational events on behalf of the JEDI office.
• Maintain the CJEO’s calendar as listed above, including scheduling internal and external meetings and calls, and prompting CJEO on upcoming deadlines and commitments.
• Provide timely, well-organized background information for calls and meetings.
• Help project manage projects when requested including developing, maintaining, and helping to manage to-do lists for projects.
• Manage and ensure appropriate and timely follow-up on internal and external requests for information or action.
• Coordinate travel arrangements and manage and track travel expenses and reimbursements.
• Take and distribute meeting minutes/notes;
• Maintain confidential information.

Chief Finance and Administrative Officer Support

• Same duties as above for CJEO except for as listed below.
• Maintain the CFAO’s calendar as listed above, including scheduling internal and external meetings and calls, and prompting CFAO on upcoming deadlines and commitments.
• Provide timely, well-organized background information for calls and meetings.
• Help project manage projects when requested including developing, maintaining, and helping to manage to-do lists for projects.
• Manage and ensure appropriate and timely follow-up on internal and external requests for information or action.
• Coordinate travel arrangements and manage and track travel expenses and reimbursements.
• Help coordinate and schedule meeting agendas for the F&A (Finance & Administration) team as well as for Audit, Finance, and Investment committees.
• Take and distribute meeting minutes/notes.
• Maintain confidential information.

Possible General Executive Team Support

• Attending in-person Board meetings twice a year as needed.
• Aide as needed in the planning and support of all staff retreats.

Requirements

Qualifications and Experience

• Proven ability to support multiple senior-level executives.
• Adept at taking initiative, working independently, and following through on concurrent assignments with minimal direction. Able to work effectively as part of a team and be proactive and solution oriented.
• Skilled in organizing information, logistical details and material for meetings and events.
• Strong oral and written communication skills with ability to interact with all levels of internal and external constituencies.
• Proficiency in Microsoft Office Suite and Adobe and possible other project management tools.
• Expert knowledge of office and administrative support procedures, including business English and, the operation of common office equipment.
• Demonstrated ability to treat colleagues with respect in a way that centers the dignity and humanity of all persons.
• Demonstrated commitment to JEDI and racial justice.

May spend extended periods at computer. Travel as needed.

UCS is an equal opportunity employer actively seeking to diversify its staff. We’re dedicated to broadening opportunities for individuals from demographic groups that are historically underrepresented in the sciences and in environmental advocacy. We’re also committed to building an inclusive workplace culture where talented people of widely diverse backgrounds can thrive. We believe the inclusion of culturally diverse perspectives will improve our work and produce better societal and environmental outcomes for all, including historically disenfranchised communities.

Benefits

Details:

This is a full-time remote/hybrid position based near UCS’s Cambridge, MA office. For those who meet all position requirements, the salary range is $59,161 to $66,500. UCS offers excellent benefits and a rewarding work environment. *CA Resident Only, we offer a 12% salary differential*

Information about the organization is available at http://www.ucsusa.org.

Comparable training and/or experience can be substituted for degrees when appropriate.

More about the team:

Our team is made up of a dedicated group of researchers, scientists, communicators, campaigners, and advocates from wide-ranging backgrounds and experiences. We are committed to building a diverse and inclusive team and a collaborative and supportive work environment where all staff can thrive. We continually strive to create an environment which is a welcoming place for the LGBTQ+ community, people of color, parents, empty-nesters, and people with a wide variety of interests and backgrounds.

To Apply: We know there are great candidates who won’t check all these boxes, and we also know you might bring important skills that we haven’t considered. If that’s you, don’t hesitate to apply and tell us about yourself. Please upload a cover letter and resume. In the cover letter, please confirm that the listed salary meets your expectations. Upload materials in Word or PDF format only. No phone calls, please.

This position is NOT in the bargaining unit.

Covid Mandate for New Hires:

For in office roles, UCS employees must be fully vaccinated against COVID-19. Employees are considered fully vaccinated as defined by the CDC. All new hires who will be reporting to an office location must provide notice of their vaccination status and vaccination documentation, on or before their first day of work. For all others, UCS strongly encourages full vaccinations among its employees, up to and including booster shots, even if working remotely.

All new employees must comply with the mandatory vaccination requirements outlined in UCS policies as soon as practicable. The Union of Concerned Scientists will notify candidates for employment of the requirements of this policy before the start of employment.

Deadline: Until filled.