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Executive Coordinator

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POST DATE 9/12/2016
END DATE 11/2/2016

DiversityWorking Cambridge, MA

Cambridge, MA
AJE Ref #
Job Classification
Full Time
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The Position The Union of Concerned Scientists (UCS) is an independent national nonprofit whose scientists and engineers work to solve some of our planet's most pressing environmental and safety problems. UCS combines technical analysis and effective organizing and advocacy to create innovative, practical solutions for stemming the tide of global warming, sustainable food policy and agriculture, energy and transportation, fighting misinformation and reducing the threat of catastrophic nuclear war. Join our team and support executives who are changing the world! This position will provide general support to the Executive Department at UCS, with targeted support to our Director of Science and Policy/Chief Climate Scientist. Responsibilities - Support the Senior Administrator in covering day-to-day operations of the Executive office. - Assist the Senior Administrator in the planning of various events; lunches, diversity training events, all-staff meetings, discussion forums, guest speakers, etc. - Support the Senior Administrator in developing, planning, and executing the Board of Directors meetings. - Ensure that the Director of Science and Policy receives the necessary and high level of administrative support needed to perform all core functions of the office. - Proactively manage the activities, schedule and calendar for the Director of Science and Policy; providing timely, well-organized background information and materials for calls and meetings. - Provide select administrative support to the UCS Scientists and Analysts (S&A) group, including coordinating several S&A Discussion Forum ('Brownbag') talks each month, - Schedule travel and travel logistics for the Director of Science and Policy; prepare travel folders - Manage and track travel expenses and reimbursements. - Track and maintain a list of publications by UCS Scientists and Analysts on SharePoint. - Manage special projects, as needed; perform other duties as required with approval from the Senior Administrator. Qualifications and Experience - Position prefers a bachelor's degree - A minimum of 3 to 5 years of relevant experience as an administrative or executive assistant - Experience with travel arrangements required - Adept with budget management - Skilled of event planning - Proofing and editing scientific documents - Preparing material for presentation on the web - Contract management is preferred - Decisive and able to work independently as well as working effectively as a part of a team - Proactive and solution-oriented - Self-motivated with attention to detail - Proven success at anticipating needs and taking initiative - Strong organizational skills, capable of following through on assignments with minimal direction - Ability to multi-task and meet deadlines - Excellent verbal and written communication skills, including phone and email - Expert knowledge of office and administrative support procedures, including business English and the operation of office equipment - Strong computer skills with high-level proficiency in Microsoft Office and Adobe Acrobat software; ability to stay current with changing technologies - Familiarity with non-profit organizations helpful Little or no exertion; spends extended periods at a computer. May occasionally lift and carry boxes of supplies or publications. Though rare, some late hours and/or weekends are required in connection with events or critical deadlines. Five to 10 days of overnight travel may be required per year. At UCS, comparable training and/or experience can be substituted for degrees when appropriate. UCS is an equal opportunity employer continually seeking to diversify its staff. In particular, we're dedicated to broadening opportunities for individuals from demographic groups that are historically underrepresented in the sciences and in environmental advocacy. We're also committed to building an inclusive workplace culture where talented people of widely diverse backgrounds can thrive. We've adopted this commitment because we believe the inclusion of culturally diverse perspectives will improve our work and produce better societal and environmental outcomes for all, including historically disenfranchised communities. We are actively seeking people who bring diverse backgrounds and perspectives to join us in this work. Compensation, Hours and Location:
This is a full-time position based in UCS's Cambridge, MA, office. For those who meet all position requirements, the salary is around $47,500. UCS offers excellent benefits and a rewarding work environment. Information about the organization is available at http:
// To Apply:
Please submit a cover letter, resume, salary requirements, how you learned about the position via email to and include 'Executive Coordinator' in the subject line. Email materials in Word or PDF format only. No phone calls please. Deadline:
October 7, 2016, or until filled..