Executive Assistant

Living Future is a non-profit organization whose mission is to catalyze the transformation toward communities that are culturally rich, socially just and ecologically restorative. Our flagship program is the Living Building Challenge, the world’s most ambitious and holistic performance standard for resilient, healthy, and green buildings. Living Future offers other certifications, transparency labels, education, and events that enable organizations and individuals to communicate their commitment to a healthier world. 

We believe that the building industry can shift dramatically far faster and more radically than many assume. We also believe that the industry can and should address ecological impact, social impact, health impact and cultural impact as intersecting issues. Living Buildings are beacons for change, data points for skeptics, inspirational stories for young people, and test beds for innovation. We seek to affect change in the building industry by envisioning a living future and showing it’s possible to embody that future in practice and policy.

Please note this position is Remote In USA either located in the Pacific Time Zone or has a willingness to work on Pacific Time. 

POSITION OVERVIEW
The Executive Assistant reports directly to and works closely with the CEO of the International Living Future Institute (Living Future), a dynamic, mission-driven non-profit organization with a mission to catalyze the transformation toward communities that are culturally rich, socially just and ecologically restorative. The Executive Assistant supports the CEO in all aspects of her work to allow her to focus on key priorities and serves as the liaison to the Living Future Board of Directors. 

A successful Executive Assistant will be highly detail-oriented, a confident communicator, and interested in improving processes. They will handle a wide variety of projects with discretion and professionalism and will engage with many internal and external organizational stakeholders. An ideal candidate will be extremely proactive, organized, exercise good judgment, and possess strong written and verbal communication. The ability to balance and manage multiple priorities under tight deadlines is important.

JOB RESPONSIBILITIES

Provide right-hand support to the CEO, handling a broad variety of tasks to facilitate the CEO’s ability to effectively lead the organization:

• Manage an extremely active calendar of meetings with good judgment, prioritizing requests and troubleshooting conflicts with minimal guidance to ensure the CEO’s schedule remains manageable. 
• Support CEO and senior management with fundraising and relationship management. Specifically and critically, serve as a Salesforce power user for senior management: create reports, campaigns and maintain records to enable effective relationship management across the organization.
• Serve as the primary point of contact for internal and external parties on all matters pertaining to the CEO, including those of a sensitive, confidential, or urgent nature. Research, prioritize, and determine appropriate course of action, exercising judgment to reflect CEO’s style and organization policy.
• Serve as the primary internal responsible party for All Staff Meetings including retreats, with the guidance and strategic direction of the CEO. 
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate the CEO's needs in advance of meetings, conferences, etc.
• Arrange complex and detailed travel plans, itineraries, and agendas and complete expense reports on behalf of the CEO.

Serve as a liaison to the Board of Directors: 

• Schedule Board and Committee meetings according to the Annual Board Work Plan. 
• Prepare and distribute agendas and board packets ahead of meetings in coordination with the Board Chair, CEO, and COO. Prepare slide decks for Board meetings. Coordinate logistics for in-person meetings. Record meeting minutes on behalf of the Secretary.
• Ensure process is followed and the board work plan is executed, including working with CEO to support Board recruitment efforts, supporting CEO in communicating with board, and maintaining discretion and confidentiality surrounding board activity. 
   

We know that you may not have all the skills listed below and we encourage you to apply if you meet the majority of the requirements.

• 5+ years experience in a nonprofit or sustainability-focused organization, in an administrative role, and/or supporting a CEO or Executive.
• Exceptional written and verbal communication skills.
• Ability to coordinate complicated calendars. Expert Google Calendar skills are a plus.
• Highly proficient in Google Workspace, including Google Sheets, Slides, Drive, and Docs.
• Experience with Salesforce or a similar CRM platform, specifically including experience with dashboards and other advanced functions, not just keeping records up to date.
• Technical aptitude and the ability to pick up new software quickly. In addition to Google Workspace and Salesforce, the role may use Zoom, Calendly, Boardable, and Fyle, among other platforms. Ability to learn and be able to guide others is helpful.
• Experience working across virtual teams and with remote workplaces.
• Broad knowledge of green building, CSR, and DEI issues, trends, and programs.
• Demonstrated commitment to diversity, equity, and creating an inclusive work environment.
• Familiarity with Living Future’s vision, mission, and programs.
• Living Future Accreditation. Candidates who are not already Living Future Accredited will be supported in achieving their LFA within one year.
   

Our mission at the Living Future is to build a future that is socially just, culturally rich, and ecologically restorative. We are committed to that vision within our organization and work to create a team that is equitable, inclusive, and diverse by hiring and supporting staff from a wide variety of backgrounds. We are committed as an organization to foster better cultural competency, equity, and diversity within our culture and policies and work to support staff in every phase of their career. We are committed to providing reasonable accommodations throughout the application and interview process. If you require any accommodations, please contact Sam Solomon at employment [at] living-future.org.

The salary range for this position is $70,669 - $77,203 and is supplemented by LF’s generous benefits package that includes employer-paid health, dental, and vision insurance for employees and dependents as well as employee life insurance, short-term disability, and a 403(b) retirement plan. Annual time off benefits include three weeks of paid annual leave, 12 days of sick leave, 19 days of paid holidays, and paid volunteer time. Living Future offers a collaborative, team-oriented, and mission-driven remote-first workplace with staff distributed across the United States. We offer a $50/month stipend to offset home internet costs. 

Please include a resume and cover letter with your application. The position will remain open until filled. We will begin reviewing applicants on February 28, 2025.