Position Announcement:​ Administrative Coordinator

DEPLOY/US is a nonprofit convener, funder, and accelerator of climate leadership across the political spectrum. A national organization, DEPLOY/US, seeks an experienced and detail-oriented Administrative Coordinator.

ABOUT DEPLOY/US

DEPLOY/US’ goal is ambitious, durable decarbonization policies. With a bipartisan team and board, we are the only organization in the country focused on building the capacities, amplifying the voices, and scaling the impact of the entire ecosystem of civic enterprises and leaders working right-of-center on climate change, as a crucial foundation for bipartisan action. 

POSITION SUMMARY 

The Administrative Coordinator plays a critical role in supporting the effective management and general business operations of DEPLOY/US. Initially, reporting to the Chief Operating Officer, the role is responsible for coordinating and supporting administrative systems, processes, and procedures that enable organizational effectiveness, operational consistency, and information management.

A key component of the position includes providing administrative coordination for the Chief Executive Officer. In this capacity, the Administrative Coordinator exercises independent judgment to manage executive operations in a manner that advances organizational priorities and protects leadership capacity.

RESPONSIBILITIES 

Executive Operations & Strategic Support

  • Independently manage executive operations for the CEO, including calendar strategy, travel planning, and meeting coordination, prioritizing organizational objectives and leadership effectiveness.

  • Exercise discretion and independent judgment in balancing competing demands on the CEO’s time, developing contingency plans, and adjusting schedules to align with organizational priorities.

  • Draft, tailor, and manage communications on behalf of the CEO with internal and external stakeholders, including senior leaders and officials, applying judgment regarding substance, tone, audience, and timing.

  • Identify operational risks, inefficiencies, and opportunities for improvement related to executive operations and administrative coordination, and recommend solutions to leadership.

Administrative Operations & Organizational Infrastructure

  • Manage, coordinate, and maintain DEPLOY/US’ administrative operations, including day-to-day administrative systems, workflows, and procedures that support the organization’s management and general business operations.

  • Support the development, documentation, and ongoing maintenance of standard operating procedures for administrative coordination, executive operations, records management, and information access.

  • Administer designated administrative tools and platforms (e.g., scheduling, travel, collaboration, and security systems), applying judgment to ensure accuracy, efficiency, cost awareness, and alignment with organizational needs.

  • Serve as a system administrator for assigned platforms (e.g., Google Workspace, password management tools), implementing established access controls and supporting governance practices in coordination with leadership.

  • Manage and coordinate administrative components of onboarding and offboarding for staff and contractors, ensuring required steps are completed accurately and in alignment with organizational policies.

  • Identify opportunities for administrative and process improvements and recommend adjustments to improve efficiency, consistency, and user experience.

Events, External Engagements & Resource Management

  • Lead administrative planning and operational execution for key organizational events and external engagements, including fundraising events, leadership convenings, and major conferences.

  • Research, evaluate, and select vendors, venues, travel arrangements, and service providers, exercising discretion to ensure quality, fiscal responsibility, and alignment with organizational goals.

  • Manage procurement and inventory of organizational merchandise and gifts, establishing systems to track assets and ensure appropriate use.

Records, Compliance & Process Oversight

  • Oversee administrative processes related to document management, external file sharing, and access governance, ensuring alignment with organizational policies and information security best practices.

  • Maintain and improve systems to ensure accuracy, consistency, and compliance in administrative documentation and records.

  • Recommend and implement process improvements that enhance organizational effectiveness, transparency, and risk management.

QUALIFICATIONS

  • Demonstrated ability to exercise discretion and independent judgment on matters of organizational significance

  • Experience coordinating administrative systems, executive operations, or organizational processes in a complex environment

  • Ability to operate with minimal supervision and manage competing priorities effectively, and adapt with versatility and flexibility throughout the day

  • Strong judgment, project management, and organizational skills, with exceptional attention to detail and the ability to track and manage multiple priorities with accuracy and timeliness 

  • Ability to successfully work as part of a remote, mission-driven, bipartisan team

  • Inspired by and dedicated to DEPLOY/US’ mission of advancing ambitious, bipartisan U.S. climate leadership, as well as DEPLOY/US’ unique strategy.

JOB REQUIREMENTS 

  • Candidates must be eligible to work in the United States on the date of hire.

  • DEPLOY/US does not sponsor work visas for this position. 

  • Employment is contingent upon successful completion of a background check before hire.

  • While the position may be performed remotely, preference will be given to candidates located in, or willing to relocate to, the Lexington/Boston, MA area to support periodic in-person business needs. Relocation assistance is not provided for this position.

  • Ability to travel to attend required in-person retreats (typically 1-2 per year) and for other meetings, as needed. 

COMPENSATION

This is a full-time, salaried, remote position with a base compensation range of $80,000 - $95,000. DEPLOY/US offers a very competitive total compensation and benefits package including medical, dental, vision, disability, life insurance, 401K match, and generous vacation allowance. 

PROCESS 

Please submit an application, including your resume and a cover letter in PDF format to talent@deployus.org. Applications without a cover letter will not be considered. 

DEPLOY/US is an Equal Opportunity Employer. We are committed to fair, merit-based hiring and to building a team that reflects a broad range of backgrounds and experiences. Our work is strengthened by varied perspectives, and we encourage candidates from all backgrounds to apply. Employment decisions are made without regard to age, race, ethnicity, national origin, religion, gender, sexual orientation, disability, medical history, or other non-merit characteristics.