Executive Assistant to CEO (Part Time 20 hours Per Week)

The Biomimicry Institute is a fully remote organization. However, candidates need to reside in one of our current employee based states - CA, CO, MT, NY, OH, VA, WA or WV. As part of the application process, please submit a letter of interest. Applications missing this information will not be considered.

Priority review of applications will take place within two weeks of the job posting, with preference for individuals located in Washington (hybrid opportunity available). Any candidate outside of PST, should be available to align their work schedule (20 hours per week) with this time zone.

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.

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

The Executive Assistant is responsible for supporting the CEO with administrative duties including travel and scheduling as well as for supporting the administration of the board and organizing in-person events and convenings. The ideal candidate is proactive, intuitive and highly organized and has experience working across multiple time zones.

This position includes managing the CEO's calendar, scheduling meetings, developing presentations and arranging travel. For the Board of Directors, it includes meeting minutes, scheduling committee meetings and organizing logistics for in-person events. The role also includes organizing staff retreats and in-person meetings and workshops for organization wide events and convenings.

Essential Functions

• Complex Calendar Management :  Manage and maintain the CEO's dynamic and high-volume calendar, expertly scheduling and prioritizing all internal and external meetings. This includes resolving scheduling conflicts with agility, factoring in buffer time, and coordinating with multiple high-level stakeholders across global time zones.
• Comprehensive Travel Management :  Expertly plan and book all domestic and international travel, including detailed itineraries, accommodations, and ground transportation. Account for specific travel preferences and coordinate logistics for seamless, stress-free journeys.
• Anticipatory Support & Problem-Solving :  Identify and address potential issues before they arise, thinking three steps ahead to solve problems and optimize the CEO's time and efficiency. This includes gathering all necessary materials for meetings in advance and anticipating logistical needs.
• Strategic Project Management :  Help ensure the CEO's directives are communicated and executed efficiently.
• Event and Meeting Coordination :  Plan, organize, and help execute Biomimicry Institute events, ranging from board meetings, to staff retreats to programmatic convenings.
• Administrative Support : As needed, provide administrative support to other departments and teams, including Operations, Development and Programs.

QUALIFICATIONS

Education and Experience

Ability to actively cultivate and develop inclusive and equitable working relationships with coworkers, management, board members, and clients.

Skills / Abilities

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.

Work Environment (Remote / Hybrid Possible if WA based)

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.

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.