Administrative Assistant

• Context

  The Center for Green Market Activation™ (GMA) is a US-based, globally-focused nonprofit that was launched in Spring of 2024. Through innovative book-and-claim systems, new and creative procurement approaches, and demand aggregating buyers’ alliances, GMA catalyzes and scales the uptake of low- and zero-carbon goods and services in the hardest-to-abate sectors. GMA’s organizational design combines shared expertise and infrastructure with sector-specific programs. By consolidating a range of value chain mitigation initiatives under a single non-profit umbrella, we will help companies ramp up their Scope 3 mitigation quickly, starting in one sector and easily moving into another.

  GMA seeks employees committed to addressing the climate crisis, who are highly entrepreneurial, possess strong people skills, and have the ability to learn new, technical subject matter and speak to it with authority. Our motto is “Getting more done, together” so we only seek employees who love working collaboratively and are focused on implementation over perfection.

  Work/Life Balance

  GMA takes work/life balance very seriously. Outside of stakeholder meetings, we will be as flexible as possible on work hours to meet your particular home life needs. Staff will be expected to work an average of 8 hours/day.

  Location

  Remote, contiguous United States (no AK or HI due to time zone). Preference to candidates in the Twin Cities metro area in Minnesota and available for in-person meetings with direct supervisor. Applicant must currently live in and have the right to work in the United States.

  
  Key Responsibilities and Qualifications

  The Administrative Assistant (AA) role is a newly created position to provide administrative support for GMA during a period of high growth. The AA will be a key team member, working closely with the Chief Finance & Operations Officer to provide general administrative support ensuring operational excellence across human resources, technology, communications, accounting, team vitality, and fundraising. The AA will support the creation of operational processes and systems that enable the short and long-term health of the staff and the organization and support and drive strategic and operational initiatives that contribute to long-term operational excellence.

  Because the role supports a wide scope of activities across the organization, this is a great opportunity for someone who appreciates variety in their work and/or is motivated to explore a career path in nonprofit finance, human resources, accounting, operations, &/or programmatic work in climate and energy. They will have excellent verbal and written communication skills and thrive working in a fast paced, highly collaborative startup environment. 

  
  Responsibilities will entail:

  • Provide direct support to the Chief Finance & Operations Officer.

  • Coordinate appointments, meetings, and travel arrangements for the team, as needed.

  • Provide administrative support for the organization as a whole.

  • Ensure all systems and tools are well understood, fully utilized, and properly maintained.

  • Support development and standardization of the organization's systems, tools, policies and procedures and ensure they are clearly communicated, well understood, fully utilized, and properly maintained for the ease and use of all staff.

  • Proactively suggest improvements for the overall efficiency and effectiveness of the organization.

  • Support partner relations efforts, including related policies, utilization of fundraising software, processing donations, and helping with events.

  • Support administration of strategic planning, work planning, and performance and professional development systems.

  • Maintain internal file drive & databases in an effective and accurate manner.

  • Support staff in use of technology & IT coordination.

  • Compose, edit, and disseminate tutorials, emails, reports, and other correspondence as needed.

  • Ensure staff are supported with office-related equipment and supplies.

  • Support basic accounting functions, like processing invoices and credit card reconciliations.

  • Support all aspects of the employment lifecycle including managing job descriptions, job postings, hiring processes logistics, on-boarding check-lists, employee benefits sign-up, orientation, and employee recognition & wellness initiatives, as well as employee exit process.

  • Help to maintain a high-level of employee satisfaction by coordinating staff recognition, celebrations, and events, as well as fostering a thriving 100% remote culture.

  • Plan and implement special projects/events as required.

  • Special projects and additional duties as assigned.

   

  Skills and Qualifications:

  • Mission-Driven Approach: A deep commitment to and passion for the organization's mission to address the climate crisis through decarbonization of the hardest-to-abate-sectors, driving a sense of purpose and motivation in all tasks.

  • A minimum of a bachelor’s degree. Preference for two years of experience in supporting two or more of these areas: IT, HR, fundraising, project management, employee engagement, and/or accounting.

  • Organizational Acumen: A keen ability to understand and navigate the complexities of organizational structures and processes. This includes an intuitive grasp of the organization's mission, values, and strategic goals.

  • Time Management Skills: Exemplary skills in prioritizing tasks, managing time efficiently, and coordinating appointments, meetings, and travel arrangements. Ensure that all activities are streamlined, and deadlines are consistently met.

  • Technological Proficiency: Advanced knowledge of and proficiency in utilizing various systems, tools, and software, including Microsoft platform (Outlook, Teams, SharePoint, PPT, etc). This includes the ability to maintain and troubleshoot these technologies to ensure they are fully utilized and properly maintained across the organization.

  • Attention to Detail: Exceptional attention to detail, particularly in administrative support tasks, maintaining internal file drives, databases, and handling basic accounting functions. Accuracy and precision are paramount in ensuring all records and documentation are up-to-date and error-free.

  • Communication Skills: Strong verbal and written communication skills, essential for composing, editing, and disseminating tutorials, emails, reports, and other correspondence. This also includes the ability to clearly communicate and standardize organizational policies and procedures.

  • Proactive Problem-Solving: The ability to anticipate potential issues and suggest improvements proactively. This includes identifying inefficiencies and proposing innovative solutions to enhance organizational effectiveness and efficiency.

  • Interpersonal Skills: Excellent interpersonal skills to support partner relations efforts, including processing donations, assisting with events, and fostering a collaborative and inclusive remote work culture. This also involves supporting staff with technology use and IT coordination.

  • Project Management: Strong project management skills to plan and implement special projects/events as required. This includes the ability to manage multiple tasks simultaneously and ensure successful project completion within given timelines.

  • Strategic Thinking: The capability to support strategic planning, work planning, and performance and professional development systems. This involves understanding the broader organizational context and aligning administrative support with strategic objectives.

  • Employee Lifecycle Management: Comprehensive knowledge of all aspects of the employment lifecycle, from managing job descriptions and hiring processes to onboarding, employee recognition, wellness initiatives, and exit processes. This ensures a high level of employee satisfaction and engagement.

  • Collaboration and Teamwork: A collaborative mindset, essential for working effectively with various teams and stakeholders. This includes fostering a supportive and cohesive work environment, particularly in a remote setting.

  • Adaptability and Flexibility: The ability to adapt to changing circumstances and handle additional duties as assigned. This includes being responsive to the dynamic needs of the organization and its staff.

  • Preference for Minnesota, Twin Cities-based resident available for in-person meetings.

   

  SUPERVISION: DIRECTION RECEIVED and/or GIVEN

  The administrative associate receives general supervision from the Chief Finance and Operations officer, but receives day-to-day assignments from a variety of staff, including the CEO and Chief of Staff.

   

  Salary and Benefits

  • Salary: $59,000 – 70,000/year depending on qualifications and location

  • Eligibility for 15% year-end bonus

  • Full health insurance coverage for employee and 50% coverage for all dependents

  • 6% matching 401k

  • Short and Long-Term Disability + Life Insurance

  • Unlimited PTO

  • Paid day off for all US Federal holidays, the day after Thanksgiving and the week between Christmas and New Years

  • Unlimited sick days (doctors notice required in extreme situations)

  • 2 months paid parental leave

The Center for Green Market Activation is committed to equal employment opportunities for all qualified applicants, without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.