Executive Assistant to Vice President

Executive Assistant to Vice President

Permanent

Executive Department

Union of Concerned Scientists

Remote

Bargaining Unit Position: No

Our Organization

The Union of Concerned Scientists (UCS) is an independent nonprofit that puts rigorous, independent science into action, developing solutions and advocating for a healthy, safe, and just future. We envision a peaceful, healthy, and just world where science serves people and the planet by guiding policy decisions, reducing risks, and improving lives.

For over five decades, we have been working as scientists, engineers, economists, advocates, and everyday people to create and advocate for innovative, practical solutions to some of our planet’s most pressing problems—from combating global warming and developing sustainable ways to feed, power, and transport ourselves, to fighting misinformation, advancing racial equity, and reducing the threat of nuclear war. Values informing our work include:

• Science in the service of people and the planet.

• Justice and Equity for people of all races and incomes—now, and for future generations.
• Courage to take principled, science-based stands in the public arena.
• Integrity to always examine evidence critically, openly, and honestly.
• Democracy to promote a voice for all in government decisions.
• Action inspiring and mobilizing people to build a healthier, safer, and more just world.

UCS’s Executive Department

The Union of Concerned Scientists (UCS) is seeking an Executive Assistant to support the VP of Program Policy and Advocacy and the VP of Science and Innovation. This is a C-suite-level administrative assistant position.

The Position

The Executive Assistant is responsible for a high level of administrative support for both the VP of Policy Programs and Advocacy and the VP of Science and Innovation. This includes scheduling, proactively identifying and resolving schedule conflicts; ensuring materials are prepped and available for meetings; helping book occasional travel and processing monthly expenses; and working with the rest of the Executive support team to implement systems and processes to ensure the highest possible functioning of the Executive office. They will also be asked to draft and distribute organization-wide materials and help organize webinars and organization-wide meetings as well as take on occasional project management responsibility. They must be able to maintain confidential information with discretion and maturity.

Responsibilities

VP of Science and Innovation Support

• Responsible for maintaining the VP of Science and Innovations calendar; Identifying and resolving scheduling conflicts. Provide timely, well-organized background information for calls and meetings. Schedule internal and external meetings and calls.
• Help project manage projects when asked, prompt VP of S&I on upcoming deadlines and commitments. Develop, maintain, and help manage to-do lists for projects.
• Manage and ensure appropriate and timely follow-up on internal and external requests for information or action.
• Coordinate travel arrangements and manage and track travel expenses and reimbursements.

• Take and distribute notes and action items for the Science and Analyst and S&A co-chairs meetings and communications related to other S&I initiatives.
• Manage timely updates of S&I info to the SharePoint site.

VP of Programs, Policy and Advocacy Support

• Responsible for maintaining the VP of Programs, Policy, and Advocacy’s calendar; Identifying and resolving scheduling conflicts. Provide timely, well-organized background information for calls and meetings. Schedule internal and external meetings and calls.
• Help project manage projects when asked; prompt the VP of Programs, Policy, and Advocacy on upcoming deadlines and commitments. Develop, maintain, and help manage to-do lists for projects.
• Manage and ensure appropriate and timely follow-up on internal and external requests for information or action.
• Coordinate travel arrangements and manage and track travel expenses and reimbursements.

• Provide meeting support for Program Leaders' meetings: call for agenda, coordinate agenda items with Executive and Prog Deputies meetings, take notes, and help distribute and follow up action items and notes to a larger audience.
• Support document management for the VP-PPA office and other UCS cross-program meetings as needed.

General Executive Team Support

• Help with the planning of Board meetings and attending in-person Board meetings twice a year.
• Aide in the planning and support of executive workdays and all staff retreats.

Requirements

Basic Knowledge, Skills, and Experience

• Should have 3-5 years of work experience and enjoy administrative work.
• Proven ability to support senior-level executives.
• Adept at taking initiative, working independently, and following through on assignments with minimal direction. Able to work effectively as part of a team and be proactive and solution-oriented.
• Ability to multi-task and meet deadlines with self-motivation and attention to detail.
• Skilled in organizing information and material for meetings and events, including logistical details.
• Proven success at anticipating needs and taking initiative, capable of following through on assignments with minimal direction.
• Strong oral and written communication skills with the ability to interact with all levels of internal and external constituencies.
• Proficiency in Microsoft Office Suite and Adobe or other Project Management Tools
• Expert knowledge of office and administrative support procedures, including business English, and the operation of office equipment.

May spend extended periods at a computer. This position will be expected to travel 3-4 times a year to support Board of Directors meetings and other organizational retreats and events.

UCS is an equal opportunity employer actively seeking to diversify its staff. We’re dedicated to broadening opportunities for individuals from demographic groups that are historically underrepresented in the sciences and in environmental advocacy. We’re also committed to building an inclusive workplace culture where talented people of widely diverse backgrounds can thrive. We believe the inclusion of culturally diverse perspectives will improve our work and produce better societal and environmental outcomes for all, including historically disenfranchised communities.

Benefits

Details:

This is a full-time remote position. For those who meet all position requirements, the salary range is $59,161 to $66,550. UCS offers excellent benefits and a rewarding work environment. *CA Resident Only, we offer a 12% salary differential*

Information about the organization is available at http://www.ucsusa.org.

Comparable training and/or experience can be substituted for degrees when appropriate.

More about the team:

Our team is made up of a dedicated group of researchers, scientists, communicators, campaigners, and advocates from wide-ranging backgrounds and experiences. We are committed to building a diverse and inclusive team and a collaborative and supportive work environment where all staff can thrive. We continually strive to create an environment which is a welcoming place for the LGBTQ+ community, people of color, parents, empty-nesters, and people with a wide variety of interests and backgrounds.

To Apply: We know there are great candidates who won’t check all of these boxes, and we also know you might bring important skills that we haven’t considered. If that’s you, don’t hesitate to apply and tell us about yourself. Please upload a cover letter and resume. In the cover letter, please confirm that the listed salary meets your expectations. Upload materials in Word or PDF format only. No phone calls, please.

Covid Mandate for New Hires:

For in office roles, UCS employees must be fully vaccinated against COVID-19. Employees are considered fully vaccinated as defined by the CDC. All new hires who will be reporting to an office location must provide notice of their vaccination status and vaccination documentation, on or before their first day of work. For all others, UCS strongly encourages full vaccinations among its employees, up to and including booster shots, even if working remotely.

All new employees must comply with the mandatory vaccination requirements outlined in UCS policies as soon as practicable. The Union of Concerned Scientists will notify candidates for employment of the requirements of this policy before the start of employment.

Deadline: Until filled.

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