Executive Assistant, Energy Transition

• Manage the Senior Vice President’s (SVP) and Vice President’s (VP) complex calendars, anticipating needs and ensuring efficient scheduling, conflict resolution, and prioritization of critical deadlines. 

• Coordinate and manage requests for meetings, ensuring alignment with strategic priorities and availability. 

• Provide basic technical support for virtual meetings and assist with document organization and information management using internal platforms and databases. 

• Serve as a key liaison between the SVP/VP and internal and external stakeholders, ensuring seamless communication and coordination. 

• Participate in advancing EDF DEI goals in which people from all backgrounds and experiences feel connected, included, and empowered to address the environmental and organizational challenges in alignment with EDF values. 

• Organize and attend weekly team meetings, prepare agendas, distribute materials, take notes, document action items with clear follow-ups, and prepare clear minutes. 

• Ensure recurring meetings with direct reports and key staff are scheduled, maintained, and consistent. 

• Support the planning and execution of events and team retreats, including logistics, venue selection, agenda planning, and coordination of materials. 

• Assist in preparing for meetings with Board Members, staff, and external stakeholders by securing, organizing, summarizing, and distributing necessary information and materials and briefing the SVP/VP in advance. 

• Track action items and ensure timely follow-up with stakeholders on outstanding tasks and deliverables from meetings. 

• Draft, proofread, and edit correspondence, reports, and presentations on behalf of the SVP and VP, including preparing executive briefings, summaries, and talking points. 

• Monitor and screen incoming emails, calls, and correspondence, flagging urgent matters and routing and responding as appropriate. 

• Maintain and update key contact lists, ensuring accuracy and accessibility. 

• Coordinate information flow between departments, internal teams, and external partners to facilitate efficient decision-making. 

• Manage all aspects of travel arrangements, including booking flights, hotels, and ground transportation, resolving all logistical travel issues that arise prior to and during trips, monitoring travel expenses, maintaining budget awareness for travel-related expenditures, and assisting with travel documentation for international travel as needed. 

• Develop comprehensive travel itineraries, including meeting schedules, time zone considerations, and contingency plans for disruptions. 

• Prepare and submit monthly expense reports accurately and in compliance with financial policies. 

• Provide high-level administrative support by collecting and analyzing information, conducting research, and assisting with strategic initiatives. 

• Proactively identify and implement process improvements to enhance efficiency in administrative functions. 

• Support the SVP/VP in maximizing their time and effectiveness through organizational and operational assistance. 

• Assist in special projects and cross-functional initiatives as needed. 

• Additional relevant duties as assigned. 

Qualifications 

• 5+ relevant years of experience providing administrative support to senior-level leaders in a dynamic, fast-paced environment required. A Bachelor’s degree is preferred. 

• Adept at managing a busy senior-level leader’s complex schedule, with strong discernment to maximize their effectiveness. 

• Demonstrated experience interfacing well with senior-level management, administrative staff, board members, internal and external constituencies, donors, and politicians, including the ability to be tactful and diplomatic in difficult situations. 

• Demonstrated self-awareness, cultural competency and inclusivity, and ability to work with colleagues and stakeholders across diverse cultures and backgrounds. 

• Ability to prioritize workload, respond to rapidly changing priorities, and meet tight deadlines. 

• Ability to work under pressure while maintaining accuracy and efficiency. 

• Strong attention to detail, as well as organization and time management skills. 

• Excellent communication, writing, judgment, and problem-solving skills, with the ability to make connections between project details and the bigger picture. 

• Experience coordinating and managing events and projects of varied scale, supporting project timelines and objectives. 

• Demonstrated proficiency with standard business tools including MS Office, especially Outlook, and comfort with video conferencing technologies. 

• Strong ability to work independently as well as collaboratively as a part of a multidisciplinary team operating across multiple time zones. 

• Highly discreet and comfortable handling highly confidential and sensitive information. 

• Proactive with strong analytical and problem-solving skills, including the ability to anticipate needs and troubleshoot issues before they escalate. 

• Ability and willingness to adopt a flexible schedule as needed to support senior-level leaders who may be traveling domestically or internationally. 

• Ability and willingness to travel, as needed. 

• Fluency in another language a plus.