Executive Assistant

POSITION TITLE: Executive Assistant (half time with likely increase in 2026)

SUPERVISOR: Chief Executive Officer, Chief Program Officer

LOCATION: Washington DC (hybrid/flexible) or Remote (specific states listed below; northeast strongly preferred)

DURATION/FTE: This position will be part-time (20h/wk) with a likely increase to 30-40h/wk in late 2026

SALARY RANGE: $75,000 - $94,000/yr depending on qualifications

DEADLINE: The application due date is March 30, 2026

SUMMARY DESCRIPTION:

Since 1989, the Center for International Environmental Law (CIEL) has used the power of law to protect the environment, promote human rights, and ensure a just and sustainable society. CIEL seeks a world where the law reflects the interconnection between humans and the environment, respects the limits of the planet, protects the dignity and equality of each person, and encourages all of earth’s inhabitants to live in balance with each other.

CIEL seeks an Executive Assistant to perform high-level, confidential administrative functions organizing, prioritizing, and streamlining the work of CIEL’s senior executive team, providing primary support to the Chief Executive Officer (CEO) and, in the future, a to-be-hired Chief Program Officer (CPO). As the Executive Assistant, you will play a vital role supporting the day-to-day function of these executives, and will be key to making the organization and its leadership more effective, more efficient, and more agile in its efforts to confront the critical human rights and environmental challenges of our time. You will also support the CEO in communicating with and managing the Board of Trustees. The role will have full access to CEO communications, is a highly trusted team member with access to confidential information across all types of work in the organization.

To perform this role, the ideal candidate will have at least five years in an administrative setting supporting a non-profit leader by managing complex calendars, prioritizing competing priorities, scheduling meetings and travel, coordinating preparatory materials and logistical support for the activities of senior executives, and handling confidential information with utmost care and discretion.

Note: This position will be part-time (20h/wk) with a likely increase to 30-40h/wk in late 2026.

RESPONSIBILITIES:

Calendar Management and Travel Coordination (40%)

• Manage complex CEO/CPO schedules, coordinate meetings, and ensure that the CEO/CPO’s calendars are handled in an efficient and discrete manner.
• Coordinate and schedule meetings with staff, donors, partners, journalists, and other strategic stakeholders, including sending calendar invitations, reserving conference rooms/ordering catering if required, setting up conference calls, and providing preparatory materials in advance to fully prepare the CEO/CPO.
• Coordinate travel arrangements for CEO/CPO and event-related guests including: scheduling transportation and accommodations, and preparing visas and other travel documents

Executive Communications (30%)

• Perform high-level administrative functions, including but not limited to drafting and processing correspondence, managing (digital) filing systems and documents, making and screening calls, and taking notes during sensitive meetings.
• Assist with the preparation of various communications such as memoranda and paperwork, including light editing and formatting.
• Actively manage and prioritize CEO email, Slack, Asana, and other communication information channels, and access/navigate confidential information to support other executive functions across all types of work in the organization.

Board of Trustees Support (20%)

• Liaise with the Board of Trustees (BoT) and coordinate board meetings and retreats, including logistical arrangements, catering, and collecting and distributing materials.
• Lead onboarding and offboarding for BoT members, ensuring they have the information and logistics support they need to be successful.
• Track Board of Trustee terms and action items.

Organization & Other Administrative Support (10%)

• Exercise judgment in managing and prioritizing the CEO/CPO’s to-do lists.
• Reconcile credit card statements, track expense receipts, and maintain CEO/CPO monthly timesheets.
• Anticipate logistical issues and problem-solve on behalf of the CEO/CPO.
• Maintain and preserve highest levels of confidentiality.
• Perform general administrative and other duties as assigned.
• Maintain timesheets and submit them on time.
• Meet periodically as requested with supervisor and other team members.
• Participate in weekly staff and team meetings and other organizational activities, including a regular staff performance evaluation.
• Meet target dates, prioritize tasks, and ensure high-quality work products.

QUALIFICATIONS:

Minimum Qualifications:

• Minimum of five years of executive-level administrative experience.
• Ability to organize and manage multiple priorities, exercise judgment, and be flexible in a fast-paced and dynamic work environment.
• Superior professional communication skills, including courteous oral and written communication with both internal and external audiences.
• Ability to maintain confidentiality related to documents, correspondence, and discussions.
• Experience learning and thriving in new digital systems and maintaining calendars and tasks across an array of platforms and technologies.
• Ability to take rapid notes/minutes in real-time (minimum of 80 wpm).
• Highly self-directed and self-motivated.
• Ability to quickly and efficiently triage during emergencies.
• Proficiency in Microsoft Office and Google Suite (Docs, Calendars, Sheets, etc).
• Authorization to work in the United States without CIEL visa sponsorship.
• Commitment to incorporating principles of justice, equity, and inclusion into all aspects of the work.
• Ability to work both independently and in close coordination with a team.
• Able to occasionally travel internationally for periods of up to 1 week (public safety guidelines permitting).

Desired Qualifications:

• Proficiency in languages in addition to English, especially French/Spanish.
• Familiarity with Asana, Slack, and/or BambooHR (or similar software)

A successful candidate will demonstrate the following competencies:

• Action-Oriented: Makes things happen. Takes on new opportunities and tough challenges with a sense of curiosity, proactivity, and constructiveness.
• Nimble Learning: Approaches unfamiliar tasks proactively and with an open mind. Can quickly adapt to new situations and to draw on past successes and failures to solve current problems.
• Effective Communication: Understands the value of effective communication. Can deliver messages in a clear, compelling, and concise manner. Actively listens, checks for understanding, and adjusts content and style to meet the needs of different stakeholders.
• Collaborates: Brings people together to leverage their skills, talents, and knowledge to achieve a common purpose. Creates synergy resulting in a combined effort with greater results than what can be achieved by individuals.
• Resourcefulness: Is able to make the best of limited resources and find a way to get things done even when the odds are against them. Can look beyond the obvious for viable approaches to accomplish the goal.

Location note: This position is eligible to work from our Washington, DC office or remotely only in the following US states provided you have the ability to legally work in the US: Arizona, California, Colorado, District of Colombia, Florida, Iowa, Kansas, Louisiana, Maryland, Massachusetts, Michigan, Nevada, New Jersey, New Mexico, New York, Oregon, Pennsylvania, Rhode Island, Virginia, Washington (State)

Application instructions: The application due date is March 30, 2026. Desired start date: As soon as able. Please submit a cover letter, resume, and answers to the below questions. Only applicants selected for interviews will be contacted. No telephone calls, please. Note that CIEL does not sponsor visas of any kind. You must have prior authorization to work in the United States or Switzerland in order to be considered for this position.

You will be asked to respond to the following application questions when you apply:

• I understand that this position will be part-time (20h/wk) in the near term with a likely increase to 30-40h/wk in late 2026
• Please provide details about your proficiency with various productivity tools, such as project management software, collaboration platforms, and office suites. Include any specific tools you are familiar with, your level of expertise, and any notable achievements or projects where you successfully utilized these tools to enhance productivity in a professional setting. (max 250 words)
• Describe how you've ensured that a busy, hard-to-reach executive stayed on top of their priorities and commitments in a remote setting. Share one concrete example where you succeeded in the past and one where you struggled and why. (max 250 words)
• Upload: Please upload a file (this could be any file type - screenshot, Excel, video, etc) that demonstrates your project management and/or task tracking skills. You may redact confidential information.

Working Hours: CIEL works with employees and partners all over the world; however, our main offices are located in US Eastern Time (Washington DC) and Central European Time (Geneva). Thus, all employees must have some core overlap hours for live meetings, which are generally 9am - 12pm ET / 3pm - 6pm CET. In terms of working hours, CIEL tries to support staff with life/work balance and working a 40-hour work week. However, there will be occasions when working more is required; in such cases, CIEL may provide compensatory time to use at a later date.

This position is eligible for overtime. If you are selected for this position and elect to work remotely, you are expected to provide your own space from which to work. CIEL will contribute a one-time stipend of USD $750 for fully remote workers, with an additional USD $250 per year for the purposes of maintaining your remote work space.

CIEL offers a strong benefits package including employer-subsidized health, dental, and vision; paid vacation, sick, and parental leave; a 5% contribution of gross annual salary into a 403(b) retirement account; a relocation stipend; dedicated professional development funding; and paid sabbatical leave after 7 years. CIEL is a 501(c)3 nonprofit in the US, and full-time employees qualify for the US Public Service Loan Forgiveness Program.

Anonymous Demographic Survey: Please complete this anonymous demographic survey as part of your application to CIEL. The survey will only be used to help us evaluate our efforts to recruit a diverse pool of candidates. Your answers will not in any way be linked to your application, and the answers to the survey will not be handled by anyone on the hiring committee for the role.

COVID-19 Vaccination Requirement: In accordance with CIEL’s duty to provide and maintain a workplace that is free of known hazards and our commitment to safeguard the health of our employees, clients, and communities, CIEL requires US candidates to be fully vaccinated/boosted against COVID-19 within the past 12 months in order to be hired for this position. If you are not eligible to be vaccinated against COVID-19 or vaccination is contraindicated by a licensed medical professional, you must provide documentation verifying this ineligibility or contraindication.

About CIEL: For 30 years, CIEL has used the power of law to protect the environment, promote human rights, and ensure a just and sustainable society. CIEL’s dynamic team of international attorneys and experts work together in a collaborative and supportive work environment to tackle some of the most interesting and challenging issues facing people and the planet.

CIEL is actively committed to justice, equity, diversity, and inclusion, and building an organization that is as diverse as the communities we serve around the world. We know that diversity and inclusion make us stronger, and we actively encourage qualified applicants with various backgrounds, identities, perspectives, and (dis)abilities to apply. If you need an accommodation or assistance with this application, please contact Human Resources at jobs[at]ciel.org.