Executive Assistant to the CEO & Head of Policy

Please be aware of recruiting scams!

All legitimate communication from our recruitment team will come from an official calstart.org email address via email, we will not text you about a role you have not applied to or shown interest in. We will not perform any interviews via text or Zoom chat.

CALSTART does not ask for any fees or personal information such as social security numbers or bank details during the recruitment process.

About Us:

CALSTART is a mission-driven industry organization focused on transportation decarbonization and clean air for all.

For over 30 years, it’s been CALSTART’s mission to develop, assess, and implement large-scale, zero-emission transportation solutions to mitigate climate change and support economic growth. CALSTART works with businesses, organizations, governments, and communities to create real-life impact toward clean air and equitable access to clean transportation for all. CALSTART provides scientific, technical and policy support for regulatory development and clean technology and infrastructure acceleration.

About the Role:

CALSTART is seeking a highly organized and proactive Executive Assistant to provide high-level administrative and operational support to both the CEO and Head of Policy. This role requires exceptional time management, discretion, and the ability to anticipate needs in a fast-paced environment. The Executive Assistant will be responsible for calendar management, board support, travel logistics, stakeholder coordination, and executive communications. 

The ideal candidate is a detail-oriented, strategic thinker who thrives in a mission-driven organization and can effectively manage competing priorities, maintain confidentiality, and ensure seamless daily operations for CALSTART’s leadership. 

What You'll Do:

1. Executive Support & Calendar Management

-Manage and prioritize the CEO’s and Head of Policy’s complex calendars, ensuring optimal time management. 

-Schedule internal and external meetings, conferences, and engagements across multiple time zones. 

-Anticipate scheduling conflicts and resolve them proactively with staff and external stakeholders. 

2. Board & Governance Support

-Prepare agendas, briefings, and presentations in advance of meetings.  

-Prepare and distribute Board materials using Diligent software, ensuring timely delivery before quarterly meetings. 

-Draft Board meeting minutes, track action items, and follow up to ensure execution. 

-Manage the onboarding of new Board members, ensuring access to materials and orientation processes. 

-Coordinate logistics for Board meetings and CALSTART Investment Council (CIC) meetings, including venue selection, catering, and stakeholder communication. 

3. Communication & Stakeholder Coordination 

-Act as a primary liaison between the CEO, Head of Policy, Board members, government agencies, senior executives, funders, and industry partners. 

-Screen, prioritize, and manage emails, calls, and meeting requests on behalf of the CEO and Head of Policy. 

4. Travel Coordination & Event Logistics 

-Plan and manage domestic and international travel arrangements for the CEO and Head of Policy using Navan software. 

-Handle last-minute itinerary changes, visa processing, lodging, and registrations for industry events. 

-Ensure all travel receipts and expense reports are submitted and processed on time. 

5. Meeting Preparation & Follow-Up 

-Schedule and coordinate introductory meetings between new and current members for CEO and Head of Policy. 

6. Cross-Functional Collaboration 

-Support special projects and initiatives for the CEO and Head of Policy. 

-Coordinate with leadership teams and external partners to ensure alignment and timely execution of priorities. 

-Maintain excellent relationships with internal staff, board members, and external stakeholders. 

• Education & Experience: Bachelor’s degree in Business Administration, Political Science, or a related field preferred. 
• 5+ years of experience providing executive administrative support, preferably in a policy, government affairs, or nonprofit setting. 

• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook). 
• Experience with Diligent, Zoom, Navan, and project management tools is a plus. 
• Strong understanding of board governance, scheduling logistics, and stakeholder engagement. 

We understand that not everyone will match the above qualifications 100%. If your background isn't perfectly aligned but you feel you would be a great addition to the team, we'd love to hear from you.

We're a tight-knit team of world-class innovators, business minds, and change agents who believe passionately in our mission and put our team ahead of self. We are committed to the continued development and growth of our employees and invest in your success!

We care about your personal well being as much as your professional success and offer generous benefits to full time employees including: 100% company paid comprehensive health benefits for Medical, Dental, Vision, Short Term Disability, Long Term Disability and Life Insurance, Retirement plan with generous company contributions, FSA for Health and Dependent Care, 3 weeks of vacation time in the first year of employment, 11 paid company holidays, paid sick time, paid family leave, and more!

Our inclusive environment focuses on making decisions based on merit without regard to race, color, hair texture, gender, religion, age, nationality, social or ethnic origin, sexual orientation, gender identity, gender expression, LGBTQIA+ status, marital status, pregnancy, disability, genetics, veteran status, or any other characteristic protected by law.