Executive Assistant

About the Role

The Bezos Earth Fund is dedicated to advancing a fair, sustainable, and climate-resilient future. We are looking for a highly skilled Executive Assistant to offer comprehensive administrative support to senior leaders and team members. This role involves managing correspondence, coordinating complex schedules, planning diverse travel arrangements, organizing meetings, handling invoices and payments, and ensuring timely attention to multiple tasks. Successful candidates will be proactive, adaptable, detail-oriented, and thrive in a dynamic environment while fostering a collaborative team spirit.

Primary Responsibilities

• Efficiently manage and coordinate senior leaders’ complex calendars to optimize their schedules and streamline information flow, while obtaining relevant background materials for appointments and monitoring deadlines with timely reminders.
• Prepare for meetings and events by collaborating with team members to assemble briefing materials, draft agendas, manage logistics, and possibly attend meetings to record critical commitments, ensuring prompt follow-up.
• Organize travel logistics including creating detailed itineraries, securing flight and hotel bookings, researching safety requirements, preparing expense documentation, and managing reimbursement claims.
• Process and review payments related to credit card usage, expense reports, and invoices by coding accurately in the financial system and coordinating with accounting to track transactions.
• Handle internal and external communications involving drafting and editing letters, emails, and other correspondence.
• Build and maintain productive working relationships with internal staff and external stakeholders to support effective communication and organizational goals.
• Support major initiatives and strategic events as needed, including key trips and organizational priorities.
• Perform additional duties as assigned to support the team and organization.

Required Education and Experience

• Associate degree or equivalent experience is mandatory.
• A minimum of five years relevant work experience is required.
• A bachelor’s degree can be accepted in lieu of two years of experience.

Essential Skills and Attributes

• Exceptional organizational skills with a proven ability to follow through on tasks.
• Demonstrated capability to manage multiple responsibilities simultaneously with precise attention to detail.
• Strong initiative, critical thinking, discretion, and commitment to maintaining strict confidentiality.
• Ability to exercise sound judgment and work autonomously.
• Excellent verbal and written communication skills.
• Outstanding interpersonal skills displaying tact, courtesy, and diplomacy when interacting with staff and external contacts.
• Passion for the mission of the Earth Fund.
• Collaborative team player able to build relationships across organizational levels and with diverse stakeholders.
• Comfortable operating in a fast-paced setting with frequently changing priorities, prioritizing, and managing multiple concurrent tasks effectively.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), SharePoint, Teams, Zoom, and other collaboration platforms.
• Experience utilizing Chat GPT technology to aid research and work-related tasks.
• Skillful in booking travel and coding expenses with Ramp software.

Working Conditions and Physical Requirements

• Extended periods of desk work and computer use.
• Occasional extended hours or weekend work may be required to meet deadlines or address urgent matters.
• Position is hybrid based in Washington, D.C.

Compensation and Equal Opportunity

The annual salary for this position ranges from $100,000 to $115,000. This is a salaried and paid role. The Bezos Earth Fund is an equal opportunity employer committed to diversity and prohibits discrimination on any legally protected basis.