Overview

The ICCT is an award-winning, independent, global, non-profit research organization that supports the effective design and implementation of policies addressing the impacts of the global transportation sector on climate change and public health. Our organization achieves this by providing high-quality, timely, data-driven research to public officials at all levels of government—city, state, national, regional, and international—as well as to civil society and the media. The ICCT offers a mission-driven and culturally diverse workplace where intelligence, flexibility, transparency, and good humor are highly valued. Join our growing team of talented researchers, with offices in Washington, D.C., San Francisco, CA, Berlin, Germany, Beijing, China, New Delhi, India, and São Paulo, Brazil. 

The ICCT is seeking an Administrative Coordinator for our San Francisco, CA, office. The role is central to the smooth operation of the ICCT’s San Francisco office, encompassing a broad range of responsibilities, from managing day-to-day operations and serving as the Executive Assistant to the Chief Program Officer and Chief Operating Officer, to coordinating events and ensuring staff adherence to organizational policies. This dynamic position is pivotal in supporting the office’s operational efficiency and staff engagement. You will be based in our San Francisco, CA, office and report to our Administrative Manager based in Berlin, Germany. This is an excellent opportunity to gain experience in the nonprofit sector. ICCT is growing, and there is significant room for advancement through this career pathway. 

You Will: 

  • Manage the day-to-day operations of the ICCT San Francisco office, oversee communication with building management staff, and interface with visitors and vendors. 
  • Facilitate office social events, maintain office supplies and orderliness, prepare expense reports, and partner with the SF Managing Director to fulfill the operational objectives of the SF office. 
  • Serve as the Executive Assistant to the Chief Program Officer and the COO, managing calendars, coordinating travel, and providing comprehensive support as needed to facilitate their executive functions. Provide occasional administrative and calendar support to San Francisco program and regional directors. 
  • Coordinate internal and external meetings, workshops, and events both in-office and off-site, including event planning, reservations, set-up, catering, communication, payment, vendor contracting, event take-down, and follow-up with event hosts. 
  • Understand organizational policies, practices, and procedures, and ensure that SF staff are well-informed and compliant with them, serving as a key resource for policy-related queries and guidance. 
  • Coordinate the maintenance and renewal of IT hardware and software in the San Francisco office, in collaboration with the IT Manager based in Berlin. 
  • Collaborate with the HR team on the California Workplace Violence Prevention Plan to monitor and maintain records of the plan in accordance with California regulations.  
  • Manage the travel booking platform for the ICCT. 
  • Coordinate with the Management Team and compile presentations for monthly global All Staff Calls. 
  • Assist with special projects and other responsibilities as assigned.  

You Have: 

  • Two years of work experience in office management, executive assistance, or a similar customer-facing administrative role. 
  • Some experience in event coordination, planning, and execution. 
  • Excellent written and verbal communication skills in English. Fluency in a second language and international travel experience are desirable, but not required. 
  • Proficiency in using technology to communicate effectively, organize information, and produce high-quality outputs. 
  • Exceptional organizational skills with the ability to prioritize tasks effectively while maintaining meticulous attention to detail. 
  • A positive, friendly attitude. You enjoy being around and working with other people. 
  • An interest in making a difference in climate change or other social and environmental issues. 
  • A willingness to be present in the SF office 2-3 times a week, embracing the balance of in-person office support and remote flexibility. 

We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity workplace. 

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