Project Drawdown seeks an enthusiastic and organized individual to provide high-level administrative support to the Executive Director, senior leadership team, and the Board of Directors.

This role is critical to ensuring the organization’s smooth operation, managing day-to-day administrative tasks, and facilitating the work of the organization’s leadership. The ideal candidate is highly organized, proactive, and can work effectively in a fast-paced, dynamic environment.

About Project Drawdown

Project Drawdown is the world’s leading resource for climate solutions. 

We are a trusted, science-based, and independent guide for effective climate action across the globe.

Our work is built on three pillars:

• SCIENCE. First, we conduct cutting-edge research to identify the best possible climate solutions – and to design the most effective strategies to bring them to scale. Then, we share our findings with the world through highly effective science communication, marketing campaigns, and media partnerships.

• STAKEHOLDERS. Next, we use our science to inform and inspire stakeholders – including philanthropists, investors, business leaders, policymakers, and community change-makers to take bold leadership positions and bring effective climate action to the world.

• STORIES. Finally, we use the power of storytelling to help shift the narrative on climate change – from problem to solution and from “doom and gloom” toward “opportunity and possibility.” Along the way, we elevate new voices and showcase new climate heroes changing the world.

We strongly believe that good science is needed to guide effective climate action. We also believe that science must be shared in actionable and compelling ways – through stakeholder engagement and powerful storytelling. Our job is to make this happen.

About the Role

We are seeking an Administrative Manager for Project Drawdown. This is a new role in our growing organization.

The ideal candidate will be a talented, independent multi-tasker eager to provide broad administrative support to the Project Drawdown Executive Director, the Board of Directors, and the Senior Leadership team.

This role has the following responsibilities:

• Executive Director Administrative Support. Provide comprehensive administrative support to the Executive Director in multiple areas, including:

  • Scheduling. Assist with managing calendars and scheduling meetings. Exercise discretion in committing time. Evaluate needs and redirect matters to appropriate staff to handle issues as appropriate.

  • Communication Flow. Receive and screen emails, phone calls, meeting requests, interview/media requests, and other messages — and answer various questions with speed, accuracy, tact, and diplomacy. Direct messages appropriately for resolution. Act as a point of contact for internal and external stakeholders, including donors, partners, board members, and staff, ensuring smooth communication and follow-up.

  • Regular Correspondence. Manage the timely flow of regular email and written correspondence with donors, trustees, partners, media, and other key stakeholders.

  • Travel: Arrange travel, including booking flights and hotels. Create detailed travel itineraries and instructions. Prepare, reconcile, and submit expense reports.

  • Project Tracking. Track key organizational projects, ensure deadlines are met, and support organization-wide initiatives. Use project management software such as Asana for the Executive Director. Keep the Executive Director and other leaders advised of time-sensitive and priority issues, ensuring appropriate follow-up.

  • Document Prep. Help organize and prepare materials for internal and external meetings, including agendas, presentations, spreadsheets, reports, and follow-up action items. Attend critical meetings, take notes of discussions and follow-ups, and prepare the initial draft of minutes and summaries. 

  • Other tasks as needed.

• Executive Director Communications & Outreach Support. Provide communications & outreach support to the Executive Director, including:

  • Coordinate Speaking Engagements. Be the point of contact for external speaking requests. Manage invitations, logistics, travel, technology needs, and participant follow-up.

  • Support Webinars, Online Presentations. Support the logistical and technology needs for webinars and video presentations.

  • Support Outreach. Help the Executive Director schedule and maintain regular social media posts, correspondence, and other external outreach . Help with collateral development as needed.

  • Support Special Communications Projects. Help provide logistical and administrative support to special communication projects.

• Senior Leadership Team Administrative Support. Provide support to the Project Drawdown leadership team:

  • Team Meetings. Work with the Managing Director to support regular Project Drawdown staff meetings, leadership team meetings, etc.

  • Scheduling. Assist in scheduling larger meetings with internal and external stakeholders, as needed.

  • Travel: Arrange travel, including booking flights and hotels. Create detailed travel itineraries and instructions. Prepare, reconcile, and submit expense reports.

• Board of Directors Administrative Support. Provide occasional support to the Officers of the Project Drawdown Board for scheduling meetings, preparing materials (e.g., board books, agendas, handouts), maintaining records, research, and organizing calls and meetings. Record Board meeting minutes in collaboration with the Board Secretary.

• Development Operations Support. Help support the fundraising and development efforts of Project Drawdown.

  • Coordinate with development research, communications, and leadership teams to ensure the regular flow of correspondence with donors, funders, trustees, etc. 

  • Coordinate with the development team to ensure proposals, funding requests, grant reports, and other follow-ups are completed and submitted in a timely way.

  • Help assemble quarterly reports for funders and trustees on Project Drawdown accomplishments, milestones, and outcomes.

  • Help track Project Drawdown impact metrics in collaboration with development and communications teams.

  • Support fundraising events in collaboration with staff and board members, as needed.

• Events Support. Help support a variety of events – both online and in-person – for Project Drawdown.

  • Help support scheduling, logistics, and technology platforms for Project Drawdown webinars and video presentations.

  • Help organize staff retreats (in-person and virtual), internal trainings and workshops, and other organizational functions.

  • Support Project Drawdown public events (e.g., Drawdown’s Neighborhood, etc.), including identifying venues and coordinating additional logistics as needed.

  • Help coordinate organization-wide participation at major events and conferences (e.g., Project Drawdown’s involvement in Climate Week, WEF, Aspen Institute, TED, AGU, AAAS).

  • Support fundraising events in collaboration with staff and board members, as needed.

• Office Coordination. Help handle general office functions, including printing, mail / overnight packages, shipping, copying, filing, and maintaining critical databases. Help to organize staff recognitions and support staff on-boarding functions.

• Special Projects. Provide support for special projects and initiatives as needed, contributing to the overall success of Project Drawdown.

• Other duties as assigned.

The Administrative Manager must work with independence and self-direction yet thrive in collaboration. They will report to the Executive Director and work closely with the Managing Director and the larger Leadership Team. This role is ideal for someone who thrives in a mission-driven environment and is eager to support Project Drawdown’s leadership in advancing solutions to the climate crisis.

This is a new position in a growing organization. The Administrative Manager may be asked to hire an additional person as an office assistant to help with many of these tasks as needed.

Project Drawdown welcomes people of all backgrounds, identities, and beliefs to join us in stopping climate change quickly, safely, and equitably. We are a 100% remote organization based in the United States.   

Qualifications

The ideal candidate will possess a combination of the following:

• Education: Bachelor’s degree or equivalent work experience preferred.

• Experience: 5+ years of experience as an administrative manager or similar role

• Experience with a nonprofit, mission-driven, or climate-focused organization is a plus.

• Communication Skills: Excellent written and verbal communication skills in English, with the ability to interact effectively with staff, board members, and external stakeholders.

• Collaboration: Ability to work effectively as a team member and to carry out projects. Ability to manage and coordinate diverse tasks and facilitate relationships among multiple parties.

• Organization & Multitasking: Strong organizational skills, with the ability to manage multiple priorities and meet deadlines in a fast-paced, remote environment.

• Attention to Detail: Meticulous attention to detail, particularly in preparing documents and managing scheduling logistics. 

• Initiative & Problem-Solving: Proactive, self-motivated, and able to anticipate the needs of the Executive Director and other organizational leaders, offering solutions and taking initiative. Keeps things simple for others by handling the details; strives to provide service in support of the larger organizational mission.

• Decision-making: Exhibits sound judgment with the ability to prioritize and make decisions.

• Adaptability: Ability to work independently and as part of a team, with flexibility to adapt to changing priorities and demands.

• Approach to Work: Flexibility, creativity, and can-do attitude. Energetic and eager to tackle new projects and ideas.

• Self-Starter: Able to achieve goals and keep work flowing with limited oversight and guidance. Independent, self-starter a plus.

• Commitment to Mission: Passion for climate solutions and a commitment to advancing the mission of Project Drawdown. Familiarity with scientific or environmental organizations is a plus.

• Diversity, Equity, and Inclusion: Understanding of and appreciation for diversity, equity, and inclusion principles and experience fostering a welcoming team environment.

In addition, candidates are required to be:

• Comfortable with teleconferencing, project management tools, collaborative work environments, remote work, and virtual collaboration. 

• Available to participate in online meetings and video conferences on weekdays 9:00 am–5:00 pm Central Time US.

• Experience with Mac-based computing environment.

• Able to use Google Suite, Asana, Raiser’s Edge, Slack, Calendly, and presentation software (Keynote preferred) for delivering individual work products and collaborative projects. 

• Handle sensitive and confidential information with discretion and professionalism.

• Willing to assist with other tasks as requested.

Studies have shown that women, trans, non-binary people, and BIPOC are less likely than others to apply for jobs if they don’t believe they meet every single one of the qualifications as described in a job description. We are committed to building a diverse and inclusive organization, and we are most interested in finding the best candidate for the job. That candidate may be one who comes from a background less traditional to our field of work, and that’s okay. We would strongly encourage you to apply, even if you don't believe you meet every one of the qualifications described.

Position Details and How to Apply

This is a full-time, salaried position with benefits with an expectation of 40 hours/week. The salary range for this position is $90,000-110,000 / year. We work hard to ensure our salaries are competitive with similar leading nonprofits in major cities across America. In addition, Project Drawdown provides exceptional benefits, including generous time off, health insurance, and matching 401k.

As with all positions at Project Drawdown, this role will be 100% remote. Employees can work anywhere within the United States with a reliable, high-speed internet connection. Candidates currently authorized to work in the United States (U.S. Citizens, green card holders, and work visa holders) who reside anywhere in the U.S. may apply. Employees are expected to attend a yearly in-person team meeting. Some other travel may be required.

To be considered for this position, submit your application at https://form.jotform.com/242635678143159, including:

• A cover letter describing your experience and fit for this role.

• Recent resume detailing your educational and professional background.

Applications will be accepted until Monday, October 14, at 11:59 pm Eastern Time. Interviews are expected to begin in late October. Applicants selected for interviews will be required to provide at least two professional references.

Project Drawdown is an equal opportunity employer committed to having a team that represents a variety of backgrounds, perspectives, and skills. Project Drawdown does not discriminate on the basis of race, religion, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by law, and we will not tolerate discrimination or harassment based on any of these characteristics. We strongly encourage all qualified persons currently authorized to work in the United States to apply for this position. All employment is decided on the basis of qualifications, merit, and the organization’s needs.

For more information, contact us at jobs@drawdown.org