Executive Assistant to CEO

Company

Rubicon Carbon is a next-generation carbon solutions provider. Led by a world-class management team, Rubicon is an innovative platform that channels capital to unlock at-scale decarbonization projects and delivers trusted, enterprise-grade solutions for carbon credit purchases. Rubicon strives to deliver greater scale, confidence, and innovation across all facets of the carbon market and meet the growing demand for end-to-end, high-integrity emissions reduction solutions.

Position Overview

The Executive Assistant provides high-level administrative and operational support to the CEO, managing complex scheduling, travel, communications, and day-to-day executive needs. The Executive Assistant also coordinates with internal and external stakeholders on scheduling and logistical matters, manages the planning and execution of company events, and supports special projects as needed.

The Executive Assistant must be proactive, organized, and enjoy working within a small, very fast-paced, entrepreneurial environment that is mission-driven, results-driven, and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to balance multiple competing priorities. The Executive Assistant will have the ability to work independently, anticipate needs, adapt quickly to changing schedules and priorities, and handle a wide variety of activities and confidential matters with discretion.

This is a hybrid position, with at least 3 days per week required in-office.

Responsibilities

Support the CEO's established priorities by proactively identifying scheduling conflicts, flagging time-sensitive matters, and anticipating administrative and logistical needs. Plan ahead, be resourceful, and adapt quickly to changing priorities. Manage the CEO's complex and frequently changing calendar, prepare meeting materials, and anticipate scheduling needs. Quickly and efficiently coordinate meetings with participants, both internal and external to Rubicon Carbon, across multiple time zones. Exercise good judgment to balance competing requests, resolve scheduling conflicts, and recognize when executive input is needed. Serve as the main contact for scheduling requests and logistical communications directed to the CEO. Communicate effectively with internal and external stakeholders, coordinate meeting details, and ensure timely follow-up on scheduling and administrative matters. Cultivate positive relationships with employees, partners, customers, and investors. Coordinate the CEO's domestic and international travel, including booking, detailed itineraries, transportation, and last-minute changes. Manage expense reporting, reimbursements, and related invoicing. Maintain confidentiality and protect sensitive business and executive information by exercising a high level of discretion. Manage the planning and execution of organization events, such as All Hands meetings, company offsites, and quarterly leadership team meetings, to support culture building across our team. Manage assigned administrative and operational projects and initiatives, including process improvements, research, and coordination with internal teams. Proactively anticipate challenges and develop solutions to keep projects moving forward. Provide occasional support for office operations, facilities coordination, and vendor requests as needed. Assist with building our team by managing interview scheduling and candidate logistics as needed. All other duties as assigned.

Requirements & Skills

At least five years of experience as an Executive Assistant or in a similar role providing high-level administrative support to a C-suite executive, preferably in tech, finance, and/or sustainability/climate. Strong attention to detail and next-level organization skills: You can juggle multiple priorities, manage complex schedules, and keep things on track. This includes heavy calendar scheduling for busy individuals across time zones, coordinating complex travel arrangements, and expense reporting and tracking. Proactive thinker: You can anticipate future needs, plan ahead, and develop practical processes to support the CEO's day-to-day effectiveness. Problem-solving pro: You can quickly absorb and filter information, identify issues before they become problems, and develop creative and effective solutions to keep things moving forward. Master communicator: You can clearly and concisely convey information to all levels of the organization, across all forms of communication (email, Slack, text, phone, in- person). Adaptable and resourceful: You are comfortable working in a fast-paced environment, managing competing requests, and adjusting quickly when schedules and priorities change. Sound judgment and discretion: You can work independently, make informed decisions within your responsibilities, and recognize when matters require additional direction or approval. Team player: You're a joy to work with, have a positive attitude, and are always willing to help others succeed. Advanced knowledge of Microsoft Office, Google Suite, Slack, Zoom, and Adobe Acrobat. Ability to be onsite at the Marina del Rey, San Francisco, or New York City office at least 3 days per week.

Compensation

The approximate annual base compensation range for this position is $120,000 to $140,000. The actual offer, reflecting the total cash compensation package and excellent benefits, will be determined by a number of factors including the applicant's experience, job-related knowledge, skills, and abilities, as well as internal equity among our team, among other factors.