Come work with us!
Now hiring for an Assistant to the executive director

Reporting to the Executive Director, the Assistant will work with Student Energy in the following ways:

Executive Assistant Role

• Manage the Executive Director’s calendar, ensuring adequate time for internal and external meetings, individual workload, strategic planning and professional development, serving as the primary “gatekeeper” of the Executive Director’s time.
• Ensure the Executive Director and senior leadership is prepared for meetings and engagements by providing necessary information and scheduling preparation and follow-up meetings as required.
• Manage incoming communications to the Executive Director, streamlining communication and acting as the primary point of contact for the Executive Director for both internal and external stakeholders.
• Assist with administrative tasks including drafting correspondence and other documents.
• Understand priorities and commitments of the Executive Director and be readily adaptable and proactive in making changes and adjusting workflow.
• Serve as primary liaison between Student Energy and the Board of Directors, maintaining strong communications and sharing of relevant information, and management of action items and follow-ups.
• Board Meeting preparation: work with the Executive Director to prepare and distribute materials needed for each meeting, scheduling, and registering motions, and documenting meeting minutes at scheduled Board meetings.
• Assist with the Executive Director’s social media communications via LinkedIn and Twitter as required.

Project Management and Team Support

• Maintain Student Energy’s file management system (Google Drive), including uploading documents, maintaining organization, and granting permissions; task management system (Asana) including assigning and organizing tasks, and including relevant details and attachments; and relationship management system (Salesforce) including uploading and maintaining the Executive Director’s contacts.
• Organize and manage logistics for in-person and virtual internal meetings and other major convenings as needed (for example, all-staff monthly deep dives, annual strategic retreats, delegations to UNFCCC COP)
• Circulate meeting materials and agendas, attend meetings as notetaker, circulate action items to relevant participants following meetings, and follow-up with internal and external stakeholders.
• Review timesheets and submit expense reports as needed.
• Proactively identify areas that would benefit from administrative improvement and readily suggest solutions. 

Travel

• Proactively book and organize travel arrangements for the Executive Director and other Student Energy senior leadership, setting up the itinerary and meetings and finalizing all briefing materials, speeches, and other requirements.
• Provide quick solutions to unanticipated changes in travel schedules and ensure travel and scheduling are smooth and error free where possible.
• Where relevant, maintain all travel programmes (membership programs) and generally ensure the Executive Director’s travel documents are up to date, including required visa preparations.
• Must be willing to travel for occasional in-person meetings or major events.