Role overview
Administrative Operations Coordinator keeps executive scheduling and daily administrative work organized for a science-driven climate nonprofit. This part-time position manages the Executive Director’s calendar and the organizational calendar, supports meetings and team gatherings, and maintains expense documentation in Bill.com. The work calls for dependable follow-through, careful handling of details, and consistent use of established processes.
Scheduling and administrative coordination
- Manage the Executive Director’s calendar, arrange and reschedule meetings, maintain meeting details, and flag scheduling conflicts.
- Keep the organizational calendar current and support key meetings involving staff and external partners.
- Collect advance reading materials for major internal meetings and distribute follow-up information afterward.
- Gather updates, format content, and send reminders to help prepare All Hands slides and the weekly staff email.
- Arrange brownbag learning sessions by coordinating invitations, scheduling, and materials, using speaker introductions supplied by team members.
- Support event logistics through participant trackers, reminders, and approved bookings or orders.
- Update assigned documents and trackers, calling attention to missing information and approaching deadlines.
- Upload the Executive Director’s receipts to Bill.com and follow up when expense documentation is incomplete.
Experience and working approach
- Bring at least three years of administrative, scheduling, or coordination support experience.
- Have experience managing calendars and arranging meetings across multiple participants and time zones.
- Stay organized and attentive to detail, with reliable follow-through on deadlines, meeting arrangements, and routine tasks.
- Communicate clearly, professionally, and courteously in writing and conversation, including with external contacts and when requesting missing information.
- Work comfortably with shared calendars, spreadsheets, presentation tools, and online meeting platforms; learn new tools and follow established processes.
- Complete routine tasks independently in a remote setting, track assigned work, and communicate progress or capacity concerns.
- Exercise discretion with sensitive information, ask clarifying questions when needed, and recognize decisions that require approval.
Climate research context
The organization brings together scientists, policy experts, innovators, and systems thinkers to advance climate solutions in areas receiving insufficient attention. Its work supports research, markets, policy, and talent development through internal initiatives and coalitions. Current priorities include agricultural methane and nitrous oxide, warming-inducing greenhouse gas emissions, and methane removal. Philanthropic support from individuals, foundations, and organizations enables this work.
Location, hours, and pay
This position is 100% remote for candidates based in the United States who are legally authorized to work in the U.S.
Pay is $28–38 per hour, depending on relevant experience, for up to 20 hours per week. This is a six-month, fixed-term, part-time employee position. Continued employment beyond the initial term is possible but is not guaranteed.