Executive Assistant to the CEO (f/m/d) in Berlin

Job description

Role Purpose
The Executive Assistant to the CEO is the operational and communications backbone of the Chief Executive's office. The post-holder acts as a trusted gatekeeper and first-line filter for the CEO's correspondence and engagements; brings structure, pace and follow-through to the office of a principal who leads a globally distributed scientific and policy organisation; and exercises sound, independent judgment about what warrants the CEO's personal attention and what can be handled, delegated or deferred.
Because the CEO is a scientific research leader operating at the interface of climate science, international policy and diplomacy, the post-holder must be interested and willing to develop enough fluency in that landscape to understand the significance of what crosses the CEO's desk- distinguishing the routine from the time-critical, and the interesting from the strategically or politically consequential. Discretion, reliability and impeccable judgment are the defining requirements of the role.

Your Responsibilities

1. Executive office and diary management

• Manage the CEO's calendar prioritising rigorously against organisational priorities, protecting focus and preparation time, and resolving scheduling conflicts proactively across multiple time zones.
• Manage structure on the CEO's commitments, deadlines and obligations; anticipate what is coming, track outstanding actions, and follow them through to completion.
• Prepare the CEO for every engagement by ensuring that team members provideconcise briefing packs, talking points, background and a clear sense of who is in the room and why prior to events and engagements.
• Plan, manage, and accompany travel including associated meetings and events, ensuring itineraries are efficient, well-briefed and contingency-proofed.

2. Correspondence, triage and escalation

• Manage the CEO's correspondence and business communications, acting as the first-line filter for the office, maintaining full oversight of the inbox.
• Read and assess incoming requests and correspondence, and discern the appropriate handling for each: what requires the CEO's personal attention, what should (and should not) be shared with the larger team and what can be answered directly on the CEO's behalf, and what can be deferred.
• Recognise the sensitive and the time-critical : for example matters touching mission critical issues climate negotiations, funders, governance, partners or the media and escalate them promptly.
• Draft high-level written correspondence and organisational communications, and send routine items on the CEO's behalf where appropriate.
• Handle confidential and sensitive information with strict discretion and sound judgment at all times.

3. Coordination and interface

• Ensure smooth workflow between the CEO's office and teams and offices across the organisation, stepping in to move work forward where necessary.
• Serve as the communication interface between the CEO's office, senior management and staff, keeping the CEO informed of key developments and emerging issues.
• Attend science group leads and CPT meetings, liaise with the diplomacy team to identify action items and specific occasions meetings where attendance would be beneficial either for situational awareness or for input from CEO level, and report and identify follow-ups needed from these meetings
• Coordinate the approval flow for final contracts, proposals and budgets requiring the CEO's sign-off - ensuring they are reviewed by the COO, Team Leads and Office Directors as appropriate, and that well-formed recommendations reach the CEO in good time.

4. Governance, board and executive processes

• Support the work of the Climate Analytics Board.
• Support Executive team and Management team processes including the MT retreat.

5. CEO Office coordination and continuous improvement

• Lead and improve the working processes of the CEO's office, and advise other functional areas on efficient interaction with the office.

Your profile

Essential criteria

• University degree
• Demonstrated experience supporting senior leaders (C-level or equivalent), ideally within a scientific, research, NGO, international or political environment.
• Scientific and policy interest, interest and literacy – demonstrated strong passion for and existing understanding of the climate policy landscape, or the demonstrated ability to acquire it rapidly, sufficient to grasp the work of a scientific research leader and judge the significance of correspondence and engagements.
• Sound judgment and discretion - a proven ability to triage, prioritise and make sound escalation decisions under pressure, and to handle confidential and sensitive information appropriately.
• Exceptional organisation and follow-through - brings order and pace to a high-tempo principal, tracks commitments to completion, and works effectively with minimal supervision.
• Willingness to work in and tolerance of uncertain and high-pressure environments with uncertainty. The position will help in the context of UN Climate negotiations and other multilateral fora where timetables and priorities can change quickly be demonstrated wellness and agility to work in that environment.
• Willingness and ability to travel during the course of the year.
• Strong communication skills - able to formulate complex issues precisely and tailor them to the audience, with professionalism in dealing with decision-makers, partners and staff.
• Assertiveness and persuasiveness balanced with a genuine service orientation, and an independent, committed and cooperative working style.
• Fluent spoken and written English
• Willingness and ability to travel internationally.

Desirable criteria

• Familiarity with the international climate policy and negotiations landscape (UNFCCC, IPCC, COP).
• Experience in a globally distributed, multicultural organisation working across multiple time zones.
• Prior executive-office experience.
• Experience supporting boards or governance processes.
• German language proficiency; additional languages an asset.

Our offer

A job with purpose. With us you will work in a team of highly engaged people, and with your skills you can make a positive contribution to our work on climate change. We are a diverse and inclusive team, working in a positive and inspiring atmosphere. Our Berlin office is located near Moritzplatz in the heart of lively Kreuzberg, surrounded by a dynamic startup scene. We also offer:

• A fully funded Germany-wide public transport ticket.
• A €40 monthly company contribution to Urban Sports Club membership.
• An online mental health and wellbeing platform.
• Free German language classes.
• A bike rental discount.
• An optional company pension plan.
• A hybrid office policy

Sitting at the heart of the CEO's office gives the post-holder a rare vantage point on the climate space: direct exposure to some of the most consequential discussions in international climate science, policy and negotiations, and a close view of how a global, mission-driven climate organisation is actually run - across research, operations, governance and partnerships.

Conditions

• Application deadline: open until filled.
• Start date: as soon as possible.
• Duration: we are looking for a long-term collaboration. We can currently offer a fixed-term contract for two years, with the prospect of extension based on performance and funding.
• Remuneration: EUR 5,050 (Master’s and <8 years of relevant experience outside of university) to EUR 5,573 (Master’s and 10+ years of relevant experience) in accordance with Level 5 Step 1 to Level 5 Step 3 of our remuneration scales.
• Vacation: 29 days of paid annual leave per year worked (pro rata), plus one gifted day around Christmas.

Please apply with:

• Your CV.
• A cover letter addressing the essential criteria, listing three references, and including your earliest start date and salary expectations.

We are a diverse and inclusive team and welcome your application regardless of your gender identity or expression, sexual orientation, religion, ethnicity, age, neurodiversity, disability status, citizenship, or any other aspect that makes you unique.

About us

Climate Analytics is a global climate science and policy institute established in 2008 that delivers cutting-edge science, analysis and support to accelerate climate action and keep global warming below 1.5°C. Our international team is composed of roughly 170 staff. Half are based at our headquarters in Berlin, Germany, and the remainder work out of our five regional offices in Africa, Australia & Pacific, the Caribbean, South Asia and North America. Click here to find out more.