Role Description Are you a proactive, detail-oriented professional who thrives on keeping things running smoothly behind the scenes? In this remote role, you’ll support a dynamic senior leader by managing communications, calendars, and cross-functional projects playing a key role in ensuring daily operations stay on track. You'll coordinate with internal teams, external partners, and high-level stakeholders, while keeping systems organized, meetings on schedule, and priorities moving forward. If you're someone who loves to bring order to complexity, streamline workflows, and support mission-driven work, this could be the perfect fit. What Your Days Might Look Like: - Board Meeting Support: - Prepare documents and materials for board meetings. - Handle invites, confirm attendee lists from various sources, and manage logistics and follow-ups for meetings held every other month. - Calendar & Scheduling: - Take full ownership of the leader’s calendar from schedule meetings, avoid conflicts, and manage changes. - Use scheduling tools (like Calendly or Doodle) and send reminders or prep notes to keep meetings on track. - Project Coordination: - Act as the main point of contact for large projects involving engineers, architects, scientists, and city partners. - Track timelines, deliverables, and communications to keep projects moving forward without constant oversight. - Email & Communication Management: - Monitor inbox activity, highlight and summarize key messages, draft responses when appropriate, and make sure messages are directed to the right people. - Help keep communication clear and organized. - Systems & Process Improvement: - Maintain and improve internal systems and workflows. - Suggest and implement better ways of working, and keep standard operating procedures (SOPs) up to date. - Finance Support: - Work with the finance team to review budgets and assist with basic financial planning. - Identify key financial points that need attention. - CRM & Data Management: - Maintain and update contact records in tools like EveryAction. - Pull accurate mailing lists for events and outreach. - Research & Insight Gathering: - Conduct local and national research related to the organization’s initiatives. - Summarize findings into useful insights. - Marketing Support: - Coordinate with the marketing team to help draft or schedule social media posts and other content as needed. - Team Coordination: - Communicate with team members like the office manager and marketing staff when needed. - You’ll receive most of your assignments and priorities directly from the senior leader. Qualifications - You have experience in executive support, project coordination, or high-level administrative work. - You’re confident using tools like Google Workspace, Calendly, Doodle, EveryAction (or similar CRMs), and project management platforms. - You communicate clearly and professionally with internal teams, external partners, consultants, and stakeholders across email, phone, and messaging tools like Slack or Zoom. - You’re self-directed, tech-savvy, and excel at remote work staying organized, meeting deadlines, and juggling priorities with ease. - You’re detail-oriented, proactive, and thrive when managing complex calendars, prepping for meetings, and ensuring nothing falls through the cracks. - You’re a problem-solver who can track deliverables, coordinate across multiple departments, and provide essential behind-the-scenes support that keeps leadership focused and operations running smoothly. - You are willing to work in a US time zone schedule. Requirements - You can secure the required technical setup, including: - At least a 720p HD webcam - A noise-canceling headset - A primary internet connection of at least 25 Mbps - A backup laptop, backup internet device, and backup power source - A main computer with at least Intel Core i5 (or equivalent) and 8 GB RAM - A backup computer with at least Intel Core i3 and 4 GB RAM Benefits - We pay you fairly and on time. - We provide prepaid HMO coverage for your peace of mind. - We help you grow with tools, training, and honest feedback. - We celebrate your wins. - And above all, we actually care. Company Description At ClearDesk, you’ll work with clients who respect your time and value your skills. You’ll join a remote-first team that genuinely supports you, and you’ll see the impact of your work in real, tangible ways that matter to the people you work with. We don’t just want you to do your job. We want you to grow with us, stay with us, and feel proud of the difference you’re making.