Administrative Assistant

About Planet Reimagined 

Planet Reimagined is on a mission to deliver fair solutions for people and the planet. We use an innovative action-research method to incubate and scale creative solutions to our most pressing climate problems. With an unwavering focus on impact, we bring researchers and advocates from around the world to collaborate on initiatives that touch all aspects of the climate crisis: energy, waste, water, farming, finance, production, transportation, environmental justice and so much more. Our action-research method trains and engages the climate leaders of the future while using media and entertainment platforms to reinforce strategic advocacy to mobilize climate action.

About the role

In this role, you will leverage your skills in financial analysis and modeling to evaluate the economics of utility-scale projects sited on federal oil and gas land. Specifically, you’ll work cross-functionally to help our team evaluate sites for utility scale solar potential, generate financial resources to aid in policy and project development efforts, and assist with research and quantitative analysis efforts to identify new market opportunities. Successful candidates for this role will have a professional background in banking, investment, project finance, structured finance, or capital markets, and have experience in the renewable energy sector. This role requires excellent quantitative analysis skills, attention to detail, and a comprehensive understanding of the North American renewable energy capital markets and tax equity financing structures.

Join a team of creative problem-solvers dedicated to advancing global climate solutions! We are expanding to increase our capacity to achieve our mission. The Administrative Assistant will play a key role in maintaining and improving virtual office operations, enhancing team efficiency and productivity.

Responsibilities will include:

Operational and Administrative Leadership:

• Collaborate with the Operations Manager to manage workflows across Human Resources, Finance, Development, and Programs

• Maintain and improve virtual office systems for document management, communication, and resource sharing

• Manage and organize shared files and resources to ensure accessibility and effective organization

• Develop, update, and maintain standard operating procedures to ensure policies and practices are current and clearly communicated

Recruitment and Onboarding:

• Oversee recruitment for staff and fellows by posting, monitoring, and updating job openings, monitoring applications, following up with candidates, and organizing candidate materials

• Coordinate interviews, prepare materials for interviewers, and track timelines for hiring and onboarding.

• Facilitate onboarding by preparing documents and organizing virtual sessions for new hires and fellows

Fellowship Program Administration:

• Assist the Fellowship Manager in administering the summer fellowship program, including recruitment, scheduling and recording expert speaker sessions, managing contracts, and maintaining program documentation

• Serve as a point of contact for fellows and advisors, addressing logistical needs and answering questions

Travel and Expense Management:

• Coordinate booking of flights, accommodations, and transportation while ensuring adherence to organizational budgets and policies

• Track and verify expense reports, ensuring accurate documentation of receipts and addressing any related issues

Financial and Data Management:

• Ensure timely filing of income-related documentation, such as donation receipts and grant letters

• Maintain and update donor database, generating reports and summaries as needed

• Coordinate financial and organizational preparation for board meetings, including setting the agenda, gathering relevant materials, and ensuring all necessary documents are ready for review

Qualifications include:

• Minimum of 2 years’ professional experience in administrative support

• Advanced proficiency in tools such as Google Workspace, Little Green Light or other donor databases, Adobe, and Zoom, with the ability to quickly learn and adopt new programs required

• Experience with contact management or CRMs required

• Experience with finance and expense tracking systems required

• Coordinating educational events or training programs preferred

• Experience with start-up cultures and multi-cultural or cross-cultural experience preferred

• Experience with nonprofit organizations and remote teams is a plus

Must be a U.S. Citizen or a U.S. Resident with Authorization to Work

Skills and Abilities:

• Highly resourceful team player who supports colleagues while excelling independently

• Exceptional written and verbal communication skills, with the ability to tailor messages for diverse audiences

• Strong organizational, time management, and scheduling abilities

• Proficient and attentive to detail in preparing reports, presentations, and taking accurate meeting notes 

• Maintains confidentiality and exercises discretion with sensitive information

• Flexible and adaptable to changing priorities in a mission-driven environment

Conditions of Employment:

• Ability to pass a background check

• Ability to provide 3 professional references including a recent supervisor

Salary and Benefits

The targeted salary range for this position is $55,000-67,000, depending on location/cost of living and experience. Additional benefits include paid time off, flexible working hours, and a remote but highly collegial working environment