Admin Assistant

This is a remote position.

Climate Collective Foundation is a not-for-profit organization dedicated to supporting climate tech startups. We work within the climate ecosystem to foster innovation by connecting startups with funding, investors, education, and accelerator programs. Our remote team of 40 members operates collaboratively to drive impactful, sustainable solutions for climate-related challenges.

About the Role

We are seeking a detail-oriented and proactive Admin Assistant to manage logistics and administrative support for partners and organizational retreats. The role will also involve supporting event coordination too. This position is key to streamlining operational processes and reducing administrative workload for partners.

Key Responsibilities

1. Travel Coordination (Domestic & International)

• Assist partners and team members with end-to-end travel arrangements including:
  
• Domestic & international flight bookings.
  
• Hotel reservations.
  
• Visa documentation and coordination with embassies/agents.
  
• Ground transportation (cabs, airport transfers, etc.).
  
• Prepare and share detailed travel itineraries, ensuring smooth coordination of multiple schedules.
  
• Maintain a database of frequent flyer programs, passport/visa validity, and preferred hotels/vendors.
  

2. Retreat & Event Support

• Provide logistical support for organizational retreats (venue bookings, accommodation allocation, transport coordination, activity scheduling, and vendor liaison).
  
• Assist in organizing events, workshops, and conferences:
  
• Coordinate with venues, caterers, and event partners.
  
• Manage guest registrations and on-site logistics.
  
• Support in preparing event materials, communication, and follow-ups.
  

3. General Administrative Support

• Manage calendars and scheduling support for partners/senior leadership.
  
• Handle documentation, filing, and record-keeping for administrative purposes.
  
• Assist with procurement of office supplies, vendor coordination, and basic contract follow-ups.
  
• Support HR and Finance teams with simple admin tasks such as collating reimbursement bills, collecting signatures, and courier handling.
  
• Act as the first point of contact for travel agents, vendors, and service providers.
  
• Maintain updated contact lists for vendors, hotels, and logistics partners
  
• Provide general administrative support to partners as required
  

4. Reporting & Tracking

• Track expenses related to travel, events, and retreats for reporting to Finance.
  
• Maintain checklists and trackers for travel requests, visa status, and event logistics.
  
• Provide weekly updates to partners on pending travel/event admin tasks.
  

Requirements

Qualifications and Experience

• 2 to 6 years of relevant administrative or operations experience
  
• Bachelor’s degree in any discipline.
  
• Strong organizational, multitasking, and problem-solving skills.
  
• Excellent written and verbal communication skills.
  
• Ability to work independently and manage multiple priorities.
  

Skills Required

• Strong organizational and coordination skills with attention to detail.
  
• Proficiency in Excel & Google Workspace.
  
• Good communication skills (written and verbal).
  
• Ability to handle sensitive information confidentially.
  
• Proactive, dependable, and adaptable with a problem-solving approach
  

Reporting Matrix

The Admin Assistant will report to the Partner.

Location

Remote. The role is entirely remote, and candidates from any location are encouraged to apply.

What We Offer

At Climate Collective Foundation (CCF), we value our team members and provide an environment that fosters professional growth and personal well-being.

• Work Flexibility: Enjoy the benefits of working remotely, allowing you to manage your work-life balance effectively while contributing to meaningful climate solutions.
  
• Professional Growth: Be part of a dynamic, rapidly growing organization that is shaping the future of climate innovation. As CCF expands, you’ll have opportunities to grow your career, take on new challenges, and make a real impact.
  
• Collaborative Team Environment: Join a team of passionate, dedicated professionals who value collaboration, innovation, and inclusivity. At CCF, your contributions will be recognized, and your ideas will help shape the organization’s future.