Breakthrough Energy is looking to hire an Associate, Business Administration – Communications to support the Communications team. We are looking for a Business Administrator who is not only adept at administrative tasks but also passionate about fostering team spirit and operational efficiency. This Business Administrator will be a key support to the Chief Communications Officer and the Senior Manager of Strategy & Operations. This role is pivotal in ensuring the smooth operation of the Communications team, with a focus on administrative excellence and the creation of operational efficiencies.  

This Business Administrator role includes logistical and programmatic support, calendar management, and document collection and/or preparation. This position will also provide project support and require the ability to manage multiple project deadlines. The role assists with preparation of all documents and materials as requested, all while exercising the highest level of professionalism and discretion. 

KEY RESPONSIBILITIES: 

Collaboration:

• Provide administrative support to the Chief Communications Officer, ideally based out of the DC area, and serve as an integral member of the wider communications team.
• Coordinate closely with the full Breakthrough Energy Admin team, to ensure alignment of priorities, shared responsibilities, and delegation of tasks.
• Act as a liaison to other stakeholders, facilitating timely and critical information flow to and from team members.? 
• Exercise judgment and discretion in communicating sensitive information, distributing appropriate communications to the relevant personnel.

Office Administration, Planning, and Workflow: 

• Screen and prioritize correspondence, coordinating meetings, and preparing briefing documents. Adapt with responsiveness and confidentiality to facilitate last-minute changes.
• Maintain a rhythm of standing meetings with key partners and project checkpoints.
• Join meetings when requested to ensure notes, calendars, and other systems are properly updated.
• Prioritize incoming requests and stay up to date on current events to adjust priorities accordingly.
• Proactively anticipate and review plans for the upcoming months, quarters, and long-term objectives.
• Ensure the day-to-day functional calendar is well-maintained.
• Manage the Contacts database in Outlook and Salesforce.
• Coordinate and collaborate across multiple calendars with other team members.
• Offer direct support to the Senior Manager of Strategy & Operations in creating and maintaining operational efficiencies within the team, including building out systems and processes to facilitate better collaboration & coordination. 

Travel Administration and Event Planning:

• Conduct research and plan complex team trips and events involving external stakeholders.
• Coordinate and communicate itineraries among travelers, ensuring seamless flow for travel arrangements and meetings.
• Remain aware of real-time itineraries and be available to facilitate last-minute changes and requests as needed.
• Maintain, monitor, and update preferences for travel arrangements, routes, time schedules, fares, and accommodations while maintaining a directory of supporting documentation.
• Manage event logistics, including developing agendas and meeting materials, coordinating meetings and travel, organizing dinners and events, and ensuring audiovisual and other requirements are met to support presentations.
• Plan and execute team dinners, activities, and events that promote team bonding and a positive culture. 

Budgeting, Expenses and Reporting:

• Reconcile charges made to corporate credit cards.
• Support the Senior Manager of Strategy & Operations on budgeting and tracking actuals.

• Proven track record working in a dynamic, fast-paced environment as an executive administration or related experience in a high-growth, entrepreneurial environment 
• Have a focus on achieving positive, concrete results contributing to the organization’s success 
• Work efficiently and diligently on the task at hand, putting in whatever time and effort is needed to do an excellent job 
• Ability to effectively communicate with both internal and external stakeholders at all levels
• Must have excellent written communication skills 
• Able to build and maintain relationships, and constantly strive to improve on your service 
• A proactive and optimistic approach to problem-solving and team building
• Strong organizational skills with the ability to manage multiple tasks and priorities
• Proficient in using MS Outlook, Word, OneNote, Excel and PowerPoint 
• Previous experience with project management and coordination
• Experience booking travel and managing events 
• Deep understanding with event planning and execution 
• Discretion in handling confidential information 

The starting salary range for this position is $85,000 to $103,000 annually. Salary offers within this range will vary depending on several factors that include but are not limited to education, experience, skills, relevant certifications, and other qualifications. Employees may also be eligible for bonuses based on individual performance. 

In addition to compensation, we offer a comprehensive benefits package. Our package includes paid medical, dental, vision, life, disability insurance, annual leave, sick leave and a 401(k) program for eligible employees. Our commitment to the wellbeing and support of our staff is reflected in the comprehensive coverage of our offers.

Breakthrough Energy celebrates diversity and is committed to creating an inclusive environment for all. Breakthrough Energy is an equal opportunity employer. BE does not discriminate based on race, color, religion, sex, gender identity, sexual orientation, parental status, national origin, age, disability, genetic information, political affiliation, military service, or any other non-merit-based factors. We encourage candidates from diverse backgrounds to apply.

Breakthrough Energy will ensure that individuals with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Craig Staples at craig@breakthroughenergy.org.