The Biomimicry Institute is a fully remote organization.  However, candidates need to reside in one of our current employee based states - CA, CO, MT, NY, OH, VA, WA or WV.  As part of the application process, please submit a letter of interest.  Applications missing this information will not be considered.   

Priority review of applications will take place within two weeks of the job posting, with preference for individuals located in Washington (hybrid opportunity available).  Any candidate outside of PST, should be available to align their work schedule (20 hours per week) with this time zone.

Applicants from states with salary band posting requirements:  Salary is determined based on internal equity; internal salary ranges; market data/ranges; applicant’s skills; prior relevant experience; degrees or certifications, etc. The salary for this position ranges from $20 - $26/hr.

**We encourage people of all backgrounds and experiences to apply. Even if you don’t think you are a perfect fit, apply anyway - you might have qualifications we haven’t even thought of yet.**

Job Purpose

The Executive Assistant is responsible for supporting the CEO with administrative duties including travel and scheduling as well as for supporting the administration of the board and organizing in-person events and convenings. The ideal candidate is proactive, intuitive and highly organized and has experience working across multiple time zones.

This position includes managing the CEO’s calendar, scheduling meetings, developing presentations and arranging travel. For the Board of Directors, it includes meeting minutes, scheduling committee meetings and organizing logistics for in-person events. The role also includes organizing staff retreats and in-person meetings and workshops for organization wide events and convenings.
 
Essential Functions

• Complex Calendar Management: Manage and maintain the CEO's dynamic and high-volume calendar, expertly scheduling and prioritizing all internal and external meetings. This includes resolving scheduling conflicts with agility, factoring in buffer time, and coordinating with multiple high-level stakeholders across global time zones.
• Comprehensive Travel Management: Expertly plan and book all domestic and international travel, including detailed itineraries, accommodations, and ground transportation. Account for specific travel preferences and coordinate logistics for seamless, stress-free journeys.
• Anticipatory Support & Problem-Solving: Identify and address potential issues before they arise, thinking three steps ahead to solve problems and optimize the CEO's time and efficiency. This includes gathering all necessary materials for meetings in advance and anticipating logistical needs.
• Strategic Project Management: Help ensure the CEO’s directives are communicated and executed efficiently.
• Event and Meeting Coordination: Plan, organize, and help execute Biomimicry Institute events, ranging from board meetings, to staff retreats to programmatic convenings.
• Administrative Support: As needed, provide administrative support to other departments and teams, including Operations, Development and Programs.

• A BA in a related field, ideally business administration and/or 5+ years of experience as an Executive Assistant, ideally supporting a C-level executive known for demanding expectations and a fast-paced work style.
• Knowledge of best practices in calendar management, travel and event logistics.
• Strong project management abilities with meticulous attention to detail, accuracy, and follow-through.
• Experience working in and comfort with a remote team environment.
• Proven commitment to diversity, equity, and inclusion:
  • Ability to actively cultivate and develop inclusive and equitable working relationships with coworkers, management, board members, and clients.
  • Employs anti-racist practices and principles to accomplish work.
  • Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.

• The ability to read rooms, understand unspoken dynamics, and manage complex personalities with tact and diplomacy. Must be able to manage-up effectively and remain calm under pressure.
• A self-starter who takes initiative without constant direction. Must be a strategic thinker who is growth-minded and unafraid to make calculated decisions.
• Comfortable learning and using the digital tools the Biomimicry Institute uses—with little to no assistance, and willing to try out new technologies and work tools.  G-Suite, Microsoft Office Suite and proficiency with Excel required. Virtual meeting software, Asana, Box, Slack, and Zoom are helpful.
• Confident, energetic, and dedicated to the mission of the Biomimicry Institute. Specific knowledge of biomimicry is encouraged; new hires without this experience will be asked to complete training (e.g. fundamentals course) in biomimicry.
• A successful track record in setting priorities; keen analytic, organizational and problem-solving skills which support and enable sound decision making. Keeps track of responsibilities and meets deadlines and goals.
• Adaptable—manages a constantly changing remote work environment; learns to collaborate with geographically dispersed new team members, etc.
• Clear, direct, and succinct writer.
• Self-sufficient—takes the initiative and completes work without undue supervision
• Strong communication and relationship building skills. Ensures every team member is given a chance to speak. Demonstrates the ability to understand others’ thoughts and feelings (social sensitivity).
• Respectfully engages in disagreements. Keeps team members informed/updated. Is a good active listener who understands what’s being asked of them and the priorities of various tasks.

• Activities that occur constantly are communicating effectively with others to exchange information; assessing the accuracy, neatness and thoroughness of the work; repeating motions efficiently that may include the wrists, hands and/or fingers; remaining in a stationary position, often standing or sitting for prolonged periods.
• Activities that occur occasionally are moving about to accomplish tasks or moving from one worksite to another; adjusting or moving objects less than 50 pounds in all directions.

• Duties are performed in a home workspace. Employees are expected to maintain their home workspace in a safe manner, free from safety hazards.
• May require up to 10% national travel.

This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions, or working conditions associated with the job. This job description is not a contract of employment, or a promise or guarantee of any specific terms or conditions of employment. The Biomimicry Institute may add to, modify, or delete any aspect of this job (or the position itself) at any time as it deems advisable.