Administrative Specialist

Senior Administrative Assistant- Legal & Human Resources

Carbon Mapper is a non-profit organization based in Pasadena, CA with the mission to drive greenhouse gas emission reductions by making methane and carbon dioxide data accessible and actionable. We leverage remote sensing technology to detect, pinpoint, and quantify methane and carbon dioxide (CO 2) emissions at the scale of individual facilities. All of our methane and CO 2 data is made publicly available for non-commercial use on our Carbon Mapper Data Portal to provide decisionmakers with the information they need to prioritize and take mitigation action.

Carbon Mapper also works with stakeholders and decision makers to fill data gaps, lead on cutting edge science, collaborate to drive reductions, and advance education and insights on emissions globally. To do this, we work with partners to leverage a constellation of satellites. Data from these satellites will offer the next major step in scaling up the organization's robust data portal featuring thousands of direct observations of global methane and CO 2 super-emitters.

Carbon Mapper is seeking a Senior Administrative Assistant who will provide high-level administrative and operational support to the Legal General Counsel and Director of Human Resources. This role ensures smooth coordination of confidential, time-sensitive, and compliance-related activities across both departments. The ideal candidate is highly organized, discreet, and able to manage competing priorities in a fast-paced environment while maintaining a high degree of professionalism and judgment.

This position serves as a critical coordination point between Legal, HR, and executive leadership, supporting both day-to-day operations and strategic initiatives.

Essential Duties and Responsibilities

The following responsibilities are representative of the duties required in this role and are not intended to be all-inclusive:

Executive & Administrative Support

• Provide direct administrative support to Legal Counsel and HR leadership
• Manage complex calendars, scheduling, and meeting coordination across multiple stakeholders
• Prepare agendas, briefing materials, and follow-up notes for meetings
• Coordinate domestic and international travel arrangements and expense reporting
• Draft, edit, and format internal and external communications

Legal Department Support

• Assist with document preparation, formatting, and version control for legal agreements and policies
• Track contract workflows, signatures, and renewals
• Maintain organized and secure filing systems for legal documentation
• Support governance activities including board materials and compliance tracking
• Coordinate with external counsel as needed

Human Resources Support

• Support HR operational processes including onboarding, offboarding, and employee changes
• Maintain confidentiality of employee records and sensitive personnel information
• Assist with HR compliance documentation and policy distribution
• Coordinate interviews, candidate scheduling, and recruitment logistics
• Help prepare HR communications, templates, and employee letters

Cross-Functional Coordination

• Act as liaison between Legal, HR, Finance, and executive leadership
• Track action items and ensure timely follow-through across departments
• Support project coordination for HR and legal initiatives
• Maintain high attention to detail across multiple parallel workstreams

Minimum Qualifications (Knowledge, Skills, and Abilities)

Must-Have Skills & Experience:

5+ years of experience in a senior administrative or legal/HR support role

Strong experience handling confidential and sensitive information

Excellent organizational, time management, and prioritization skills

Strong written and verbal communication skills

Proficiency with Google Workspace and/or Microsoft Office Suite

Experience managing calendars, scheduling across time zones, and coordinating executives

Ability to work independently with minimal supervision

Nice-to-Have Skills:

Experience supporting both Legal and HR functions in a corporate or nonprofit environment

Familiarity with employment documentation, contracts, or HRIS systems

Experience working in a remote-first or distributed organization

Exposure to compliance, governance, or regulated environments

Paralegal or HR certification (not required, but helpful)

Location

Carbon Mapper is headquartered in Pasadena, California, but we embrace the virtual office and are continuing to grow our team across the United States.

Compensation

The total compensation for this opportunity includes a base salary range of $95,000 $110,000 This is our target compensation range and is subject to multiple factors including level, experience, and location. As you go through our interview process, our recruiter will work with you to identify a competitive base salary within the proposed range.

Benefits

As a Carbon Mapper employee, you will have access to a wide range of benefits including affordable health coverage (medical, dental, vision), a generous time-off policy, professional development, and more.

Salary

$95,000 - $110,000 per year