Bonsai Leadership Group is honored to support Beyond Carbon Fund and Beyond Carbon Action Fund in the search for a Senior Executive Assistant who will provide high-level strategic, administrative, and operational support to the Executive Director.

ABOUT BEYOND CARBON FUND & BEYOND CARBON ACTION FUND

The Beyond Carbon Fund and its sister 501(c)(4), Beyond Carbon Action Fund, are a nationwide initiative aimed at ending our dependence on fossil fuels and advancing the transition to a 100% clean energy economy. The Beyond Carbon Fund and Beyond Carbon Action Fund deploy resources to address the emissions driving climate change in the US, address pressing challenges by leveraging unique positions and expertise, and support and work alongside organizations by continually assessing their impact.

Beyond Carbon Fund, a project of New Venture Fund, and Beyond Carbon Action Fund, a project of Sixteen Thirty Fund, are regranting partners working with advocates around the country to build on the leadership and climate progress underway in our states and communities.

THE OPPORTUNITY

The Senior Executive Assistant will serve as a trusted administrative partner to the Executive Director, helping to ensure that the Executive Director’s time, attention, and energy are aligned with Beyond Carbon Fund and Beyond Carbon Action Fund’s highest priorities. The person in this role will help create the systems, rhythms, and decision-preparation practices that allow the Executive Director to lead with clarity, focus, responsiveness, and strategic capacity.

This is an ideal opportunity for an experienced executive support professional who understands how to manage up with sound judgment, diplomacy, discretion, and confidence in a fast-moving environment. The strongest candidate will be highly organized, emotionally intelligent, direct but tactful, comfortable with ambiguity, and skilled at protecting an executive’s time without creating unnecessary barriers to access.

KEY RESPONSIBILITIES

Executive Calendar, Prioritization, and Workflow Management

• Manage the Executive Director’s calendar as a strategic leadership tool, not a transactional scheduling function.

• Coordinate scheduling across multiple time zones with internal staff, grantees, consultants, funders, external partners, and other stakeholders.

• Proactively assess and determine which meetings should be added, moved, shortened, delegated, declined, or revisited, using agreed-upon priorities and decision guidelines.

• Maintain a full-week and forward-looking view of the Executive Director’s commitments to prevent unnecessary stacking, over-scheduling, or fragmented focus time.

• Exercise discretion in managing calendar visibility, meeting titles, attachments, notes, and confidential information in an open-calendar and virtual-team environment.

Meeting Preparation and Decision Support

• Ensure meeting requests include a clear purpose, evident urgency or time sensitivity, desired outcomes, list of attendees, necessary materials, preparation needs, and decisions required.

• Gather, organize, and review meeting materials in advance to ensure the Executive Director has the information needed to engage effectively.

• Help staff and consultants prepare decision-ready materials for the Executive Director, including recommendations, options, risks, context, and clear asks.

• Ensure the Executive Director has dedicated preparation time before high-stakes meetings.

Strategic Project and Process Coordination

• Provide project management and preparation support for key Executive Director priorities, major presentations, funder meetings, stakeholder engagements, and strategic initiatives.

• Ensure project timelines and preparation needs are visible, organized, and moving forward.

• Track project-related action items, commitments, decisions, deadlines, and follow-ups.

• Attend meetings to capture notes, decisions, next steps, and accountability items.

• Maintain effective executive workflows across Outlook, Google Drive, Airtable, Zoom, Slack, Ramp, and related tools.

Stakeholder and Relationship Support

• Serve as a trusted point of contact for key stakeholders, including funders, consultants, senior team members, partners, grantees, fiscal sponsor contacts, and others.

• Help prioritize stakeholder access based on urgency, relationship importance, timing, and strategic relevance.

• Support thoughtful relationship management, including follow-up, reminders, scheduling, and appropriate outreach.

• Track the cadence of key stakeholder meetings and recommend adjustments when recurring meetings no longer require the Executive Director’s participation.

• Represent the Executive Director, Beyond Carbon Fund, and Beyond Carbon Action Fund with polish, care, and responsiveness while exercising excellent judgment, warmth, discretion, and professionalism in all communications.

Internal Meeting and Team Coordination

• Coordinate recurring internal meetings, including senior leadership, operations, all-staff, and other Executive Director-led meetings.

• Manage scheduling, agenda development, logistics, materials, and meeting follow-up.

• Partner with senior team members to help ensure internal meetings are purposeful, appropriately staffed, and aligned with organizational priorities.

Travel, Events, Convenings, and Logistics

• Coordinate travel logistics for the Executive Director, including flights, lodging, ground transportation, meeting locations, itineraries, and trip preparation.

• Process the Executive Director’s travel and business expenses.

• Prepare travel briefs and city-specific logistics for recurring travel locations by researching and recommending hotels, restaurants, venues, meeting spaces, and nearby locations that meet the organization’s standards and stakeholder expectations.

• Support logistics for retreats, convenings, receptions, grantee gatherings, stakeholder meetings, and other events.

• Coordinate with internal staff, consultants, partners, and external vendors to ensure meetings and events are well planned and professionally executed.

• Assist with event preparation, including attendee lists, materials, name tags, welcome table needs, run-of-show details, onsite logistics, and follow-up.

Communications Support

• Draft, edit, and organize routine and priority communications on behalf of the Executive Director as needed.

• Support email triage as agreed upon with the Executive Director, including flagging priorities, identifying items requiring response, and organizing follow-up.

• Help ensure communications are clear, timely, polished, and aligned with the Executive Director’s voice and organizational standards.

• Bring urgent, sensitive, or high-priority communications to the Executive Director’s attention with appropriate context.

QUALIFICATIONS & EXPERIENCE

Candidates from a range of backgrounds are encouraged to apply. The ideal candidate offers many of the following attributes and skills described below, but need not possess them all for consideration:

• 7+ years of experience providing high-level executive support to a senior executive, CEO, Executive Director, or equivalent leader in a dynamic organization. 

• Proven ability to manage a complex executive calendar as a strategic leadership tool, including creating and protecting preparation time, productivity blocks, follow-up, and rapid response capacity.

• Demonstrated experience creating executive preparation systems, including daily or next day briefings, meeting materials, agendas, decision-ready documents, action items, and follow-up processes.

• Exceptional organizational and project coordination skills, with meticulous attention to detail in tracking timelines, deliverables, decisions, deadlines, logistics, and stakeholder follow-up.

• Excellent written and oral communication skills, with the ability to draft, edit, organize, and prioritize communications that are clear, polished, timely, and aligned with an executive’s voice.

• Outstanding interpersonal skills with a proven ability to build trust and positive relationships with internal teams and external stakeholders. 

• Demonstrated ability to work independently, anticipate needs, solve problems proactively, and remain productive and accountable in both collaborative and self-directed work settings.

• Energized by working in a fast-paced, evolving environment where priorities shift, urgent requests arise, and flexibility, responsiveness, and sound judgment are required.

• Ability to maintain confidentiality and exercise discretion with sensitive information.

• Strong technical proficiency with Outlook, Google Drive, Slack, Zoom, Airtable or similar project management tools; expense platforms such as Ramp; and Microsoft Office Suite.

TRAVEL

Approximately 5% of time will be spent traveling within the U.S. for staff meetings and retreats.

LOCATION

This is a remote, U.S.-based position with a preference for the Senior Executive Administrative Assistant to work East Coast business hours.

COMPENSATION & BENEFITS

The salary range for this position is $95,000 to $110,000 annually, with an anticipated starting salary dependent upon the qualifications and experience of the hired candidate.

• In addition, Beyond Carbon Fund and Beyond Carbon Action Fund offer a comprehensive benefits package that includes:

• 100% employer-paid health, dental, and vision insurance for employees (and their families).

• Enrollment in a 401(k)-retirement plan with eligibility for 3% automatic contribution and up to 3% employer match on 401(k) contributions.

• Two hundred (200) hours of vacation time, 80 hours of health leave, up to 16 hours of casual leave, and 20 hours of volunteer leave annually.

• Thirteen (13) paid holidays throughout the calendar year.

• Twelve (12) weeks of paid family and medical leave after 90 days of employment.

• Monthly internet and fitness benefits and cell phone reimbursements.
  

HOW TO APPLY

Bonsai Leadership Group has been exclusively retained for this national search. For consideration, submit your resume and a compelling cover letter outlining your qualifications and interest here. Applications will be reviewed and evaluated as received.

All applications, nominations, inquiries, and discussions will be considered strictly confidential.

If you need an accommodation to submit your materials, please contact us at careers@bonsaileadershipgroup.com. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

HIRING STATEMENT

Beyond Carbon Fund is a project of New Venture Fund (NVF), a 501(c)(3) public charity that incubates new and innovative public-interest projects and grant-making programs. NVF is committed to attracting, developing, and retaining exceptional people and to creating a work environment that is dynamic, rewarding, and enables each of us to realize our potential. NVF’s work environment is safe and open to all employees and partners, respecting the full spectrum of race, color, religious creed, sex, gender identity, sexual orientation, national origin, political affiliation, ancestry, age, disability, genetic information, veteran status, and all other classifications protected by law in the locality and/or state in which you are working.

E-VERIFY

NVF participates in E-Verify and will provide the federal government with employees’ Form I-9 information to confirm authorization to work in the United States. Job candidates and employees authorized to work in the United States may not be discriminated against on the basis of national origin or citizenship status.