Executive Assistant Intern

All In Energy (All In Energy)

We’re All In to advance an inclusive, clean energy economy.

Job Description


Executive Assistant Intern (Hybrid- 60% Remote 40% In Person)

Learn more about us here! (https://drive.google.com/file/d/12tq2r4SARDjMNbnmYZ6Ncq2_YIgmaqBH/view)

Do you want to advance racial and economic justice while tackling climate change? Join an innovative nonprofit organization, All In Energy, working to expand access to climate solutions and green jobs across the Commonwealth. Our mission is to accelerate an inclusive clean energy economy. We work hand-in-hand with cities and local community organizations to connect communities of color, non-English speakers, and renters/landlords to energy-saving programs and affordable renewable energy. These programs help families save money, make their homes healthier, and combat climate change.

We are seeking an organized, detail-oriented, and self-motivated Executive Assistant Intern who thrives in a fast-paced environment to join our hardworking team and work directly with our Co-Executive Directors (EDs). This is an exciting opportunity to have a front seat in a fast-growing nonprofit, to see how an Executive Team operates and be exposed to a wide diversity of internal and external stakeholders. You will have a chance to learn about nonprofit management and a wide range of energy efficiency, decarbonization and equity issues. This is a new role for the organization, and you will have the opportunity to test and shape it as the organization explores the potential for a longer-term staff position. The ideal candidate is able to succinctly capture critical information from written materials or meetings, can keep multiple systems and a wide variety of information organized and is capable of managing their workload in a hybrid (virtual/in-person) organization.

Responsibilities:
  • Provides high-level administrative support and assistance to the EDs and/or other assigned executive team staff.
  • Supports smooth functioning and accountability of EDs and Executive Team. 
    • Tracks EDs’ commitments and priorities and helps them meet deadlines. 
    • Attends Executive Team meetings, takes notes, tracks action items, and organizes documents. 

  • Acts as administrative point of contact between EDs and internal and external parties. 
    • Manages the EDs’ calendars, understanding priorities and scheduling meetings.
    • Tracks and coordinates administrative tasks such as drafting invoices, ensuring contracts or other legal documents are signed, ordering materials, supplies and equipment, and maintaining records. 
  • Conserves Executive Directors' time and ensures timeline responses for internal and external inquiries.
    • Reads, researches, prioritizes and routes email correspondence.
    • Drafts emails, memos, reports, and documents, collecting and analyzing information as needed.
    • Supports internal staff surveys or other feedback mechanisms. 
  • Builds organizational knowledge of key external activities and policies.

    • Reads and summarizes industry reports, studies, or white papers. 
    • Attends external meetings on behalf of the team and takes notes. 
    • Presents to executives and/or staff
  • Organizes logistics for staff meetings and in-person team gatherings to promote learning, positive team culture, and relationship-building.
    • Coordinates food, transportation, supplies and other logistics for team gatherings and meetings
    • Provides tech support for virtual team meetings (Zoom, Microsoft Teams and Google Meet)
    • Collaborates with the People and Culture team and staff committees to weave culture-building activities and professional development into staff meetings and gatherings
  • Coordinates and manages logistics and communications with the Board of Directors. 
    • Schedules meetings and coordinates staff and board attendance.
    • Compiles materials, takes detailed minutes and tracks action items. 
  • Maintains confidentiality of information to protect staff and organizational operations. 
  • Performs additional duties as assigned by executives to implement the nonprofit organization’s mission, as needed.

Qualifications:
  • Passion for addressing global climate change, equitable clean energy access, or economic and environmental justice.
  • Detail-oriented and able to keep schedules, records, and systems organized.
  • Strong project management skills with impeccable multi-tasking abilities.
  • Acute listener, proficient notetaker and quick reader with ability to synthesize and concisely present most essential information, including clear action steps, both verbally and in writing.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Fast learner who can understand high volumes of information and context to effectively prioritize.
  • Flexible, positive attitude, with a willingness to adjust tasks daily to meet evolving needs of the team.
  • Can work independently and as a part of a small, nimble team in an often high-paced environment.
  • Can creatively problem-solve and overcome obstacles off the cuff.
  • Extremely proficient with Google Workspace apps (Gmail, Doc, Sheets, Slides, etc) or similar software with the ability to learn new or updated software.
  • Successful completion of a background check and 4-panel drug test (does not include marijuana).
  • Available for occasional weekend and evening events, roughly quarterly.
  • Willingness and proximity to work from Lawrence, MA office, as needed (likely 1-2 days per week).
  • Ability to commute to periodic in-person meetings, primarily in Lawrence or greater Boston area.
  • Fluent in English, both written and spoken.

Preferred Qualifications: 
  • Fluent in spoken Spanish, Portuguese and/or Khmer.

We encourage candidates with a wide range of lived and professional experience to apply even if you don’t meet every qualification. You may be exactly who we’re looking for.

Hours, Compensation, and Benefits: For a detailed list go to bit.ly/AIEbenefits
  • 20 hours per week.
  • $20/hour, with the potential to transition to a full-time staff position after spring, based on fit and budget. (Potential full-time position would likely require more frequent presence in Lawrence office.)
  • Flexible work (hours and partial work-from-home schedule).
  • Relaxed dress code.
  • Business travel reimbursement.

All In Energy is an equal opportunity employer that values diversity. In particular, we’re dedicated to broadening opportunities for individuals from demographic groups that are historically underrepresented in the clean energy economy. We’re committed to building an inclusive workplace culture where talented people of widely diverse backgrounds can thrive. We are actively seeking people who bring diverse backgrounds and perspectives to join us in this work.