Job Summary

Under the direction of the Chief Commercial & Administrative Officer, the Program Coordinator / Executive Assistant provides administrative, coordination, and operational support to the CCAO and designated team members. This role supports the day-to-day execution of team activities by coordinating meetings, collecting and organizing materials, maintaining shared files and team sites, tracking follow-up items, and assisting with routine administrative processes. 

This position serves as a transactional and organizational support function for the CCAO and the broader team, helping ensure that meetings, materials, documentation, and internal coordination processes are well organized and completed on time. The Program Coordinator / Executive Assistant will support internal team operations, cross-functional coordination, and executive administrative needs, while helping maintain clear systems for information sharing and follow-through. 

The role requires strong organizational skills, attention to detail, responsiveness, discretion, and the ability to manage multiple administrative tasks in a fast-paced, mission-driven environment. The ideal candidate is proactive, service-oriented, and comfortable supporting senior leaders and teams through reliable execution of scheduling, logistics, documentation, and coordination responsibilities. 

Key Responsibilities

Executive Administrative Support 

• ​Provide day-to-day administrative support to the Chief Commercial & Administrative Officer, including calendar management, scheduling, meeting coordination, and follow-up support.
• ​Coordinate internal and external meetings by scheduling participants, preparing calendar invitations, confirming availability, and managing meeting logistics.  
• ​Help ensure the CCAO has relevant materials in advance of meetings, including agendas, background documents, presentations, and other supporting materials.  
• ​Support email and communications organization as requested, including flagging time-sensitive items, tracking follow-up needs, and helping prepare routine responses or materials.  
• ​Maintain organized files, contact lists, records, and administrative systems to support executive and team efficiency.  
• ​Handle confidential and sensitive information with discretion and professionalism. 

Team Coordination and Meeting Support 

• ​Support the coordination of team meetings, working sessions, cross-functional discussions, and recurring internal cadences.  
• ​Attend meetings as requested to take notes, document decisions, capture action items, and track follow-up.  
• ​Maintain action item trackers and help ensure team members are aware of deadlines, deliverables, and next steps.
• ​Coordinate with internal stakeholders to gather updates, materials, and inputs needed for team discussions or leadership review.  
• ​Support meeting logistics, including room reservations, virtual meeting links, attendee coordination, and document sharing. 

​Document, File, and Teams Site Organization 

• ​Organize and maintain the team’s Microsoft Teams site, SharePoint folders, shared drives, and other collaboration spaces.  
• ​Create and maintain clear folder structures, naming conventions, document libraries, and shared templates to support team organization.  
• ​Collect, file, and archive meeting materials, presentations, memos, trackers, approvals, and other team documents.  
• ​Ensure that team materials are accessible, current, and organized in accordance with internal practices.  
• ​Support version control and document routing for routine team materials, approvals, and meeting packets.  
• ​Identify opportunities to improve team file organization, information sharing, and administrative workflows. 

​Program and Operational Coordination 

• ​Provide administrative and coordination support for team workstreams, projects, and recurring operational processes.  
• Maintain trackers, workplans, timelines, contact lists, and status documents to support visibility into team activities. 
• ​Track deadlines, deliverables, dependencies, and follow-up items across multiple administrative or program coordination activities.  
• ​Assist with collecting inputs from team members and compiling information into summaries, trackers, presentations, or other materials. 
• ​Support routine reporting and coordination needs by organizing information, updating documents, and helping prepare materials for internal use.  
• Assist with special projects and team initiatives that require administrative coordination, information management, or logistical support. 

​Travel, Events, and Administrative Logistics 

• ​Coordinate travel arrangements for the CCAO and designated team members as needed, including flights, lodging, ground transportation, itineraries, and meeting logistics.  
• ​Prepare and organize travel materials, schedules, confirmations, and related documentation.  
• ​Process expense reports, reimbursements, invoices, and other administrative documentation in accordance with CGC policies and procedures. 
• ​Support logistics for team meetings, retreats, stakeholder convenings, workshops, and other internal or external events. 
• ​Coordinate with vendors, consultants, venues, and internal staff to support meeting and event execution.  
• ​Assist with procurement, contract routing, invoice tracking, or other administrative approval processes as needed. 

​Cross-Functional Communication and Team Support 

• ​Serve as a coordination point between the CCAO, team members, and internal stakeholders to support timely communication and follow-through. 
• ​Help route information, requests, and materials to the appropriate individuals or teams.  
• ​Support cross-functional collaboration by maintaining organized records, tracking follow-up items, and ensuring continuity across meetings and workstreams.  
• ​Provide professional and responsive support to internal and external stakeholders.  
• ​Assist with onboarding logistics, team communications, and administrative processes as needed.
• ​Perform other duties and special projects as assigned.​ 

Required Skills and Abilities

• Bachelor's degree and 4+ years of experience, or an equivalent combination of education and directly related experience.
• Experience providing administrative, program coordination, or team operations support in a professional office environment.  
• Strong calendar management and scheduling skills, including experience coordinating meetings with multiple internal and external participants.  
• Excellent organizational skills and attention to detail, with the ability to manage multiple tasks, deadlines, and follow-up items.  
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.  
• Experience organizing shared files, team sites, document libraries, trackers, and collaboration tools.  
• Strong written and verbal communication skills.  
• Ability to prepare agendas, collect meeting materials, take notes, document action items, and support follow-up.  
• Ability to handle confidential and sensitive information with discretion.   
• Professional, responsive, and service-oriented approach to supporting senior leaders, team members, and external stakeholders.
• Ability to work independently, anticipate administrative needs, and follow through on routine tasks with minimal supervision.  
• Comfort operating in a fast-paced, mission-driven environment with shifting priorities.  
• Interest in CGC’s mission and ability to support organizational goals through strong administrative execution. 

Preferred

• Experience supporting a senior executive, department head, or cross-functional team. 
• Experience working in a nonprofit, financial services, clean energy, climate, government, public-private partnership, or mission-driven organization.  
• Experience with Microsoft Teams and SharePoint site organization, including folder structures, permissions coordination, document management, and shared team resources.  
• Familiarity with expense reporting, invoice processing, procurement, contract routing, or other administrative approval workflows.  
• Experience coordinating logistics for meetings, events, retreats, or stakeholder convenings. 
• Detail-oriented, proactive, reliable, and able to improve team organization through consistent administrative support.

Compensation and Benefits

• The salary range for the Program Coordinator/Executive Assistant position is between $117,715.00 – $132,549.00 annually.
• Program Coordinator/Executive Assistant will be eligible for an annual bonus based on job and organizational performance.
• The benefits offered for the Program Coordinator/Executive Assistant include health insurance, 401k, vacation leave and sick leave.