Administrative and Operations Associate

Administrative And Operations Associate

Climate Change AI (CCAI) is seeking an Administrative and Operations Associate to support the activities of our organization. The Administrative and Operations Associate will manage, oversee, and coordinate all administrative and some operational, financial, and communications-related functions of the organization; this includes both setup of relevant processes and infrastructure and execution of day-to-day tasks. The Administrative and Operations Associate will work under the Executive Director and other Director-level staff, and support a global team of staff and volunteers. They should be able to work proficiently in a fully remote environment that values proactivity, problem-solving, collaboration, and a self-starter attitude. Geographic location is flexible within the United States, and day-to-day communication will be virtual. We are an interdisciplinary and international team and believe that diversity, equity, and inclusion are not only fundamental to the organization but also to progress in addressing climate change as a whole.

Start date: June 2026

Commitment: Full-time (40 hours/week)

Location: Remote within the United States

Eligibility: The applicant must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future

Compensation: $80K-90K (USD)

Benefits include:

• Remote-first team
• 401(k) with 4% employer match
• Individual Coverage Health Reimbursement Arrangement (ICHRA)
• Unlimited vacation policy
• Unlimited sick days
• CCAI holiday period from December 24-January 1

Roles and responsibilities include, but are not limited to:

• Design, implement, and manage the organization's CRM database, expense tracking, and reporting systems, in support of our multi-stakeholder community-building and educational initiatives in the AI-for-climate space
• Support maintenance of the CCAI website by identifying needed updates
• Help catalog and collect organizational metrics and statistics
• Help with organization of digital file system and other internal infrastructure
• Process invoices and reimbursement requests, and execute payments
• Reconcile monthly accounts in local accounting system
• Identify and implement organizational process improvements
• Set up and maintain back-end legal, financial, and logistical infrastructure to support the organization's activities
• Assist with emails and other external communications
• Assist with volunteer and staff hiring and onboarding logistics
• Coordinate calendars and meeting scheduling
• Assist with travel bookings for organizational personnel and event participants
• Assist with CCAI-organized events, e.g., by setting up online event registration
• Provide additional support as needed to organizational staff and volunteer teams

Qualifications

Required skills:

• Strong verbal and written communication skills
• Strong organizational skills
• Strong time-management skills, including ability to adapt to changing timelines and prioritize between multiple workstreams
• Attention to detail
• Experience designing, building and maintaining essential operational tools, both by leveraging off-the-shelf products but also by creating custom systems
• Proficiency with Google Drive, Google Docs, and Google Sheets / Excel
• Proficiency with Slack, Zoom, and other digital communication tools
• Experience with basic financial tracking
• Comfort working in a remote setting
• Comfort learning new digital tools and software
• Ability to work independently without close supervision
• Full professional proficiency in spoken and written English

Preferred skills:

• Experience working with or coordinating volunteers
• Experience in supporting or managing online or in-person events
• Ability to maintain basic website content, or a willingness to learn
• Familiarity with workflow automation tools, or a willingness to learn
• Demonstrated interest in climate change and/or machine learning topics
• Knowledge of languages in addition to English

Experience and requirements:

• A minimum of 2 years of relevant working experience is required

Additional Attributes

• Mission alignment: Team members must be passionate about catalyzing impactful work at the intersection of climate change and machine learning, per CCAI's mission, goals, and guiding principles.
• Proactiveness and responsibility: Team members must be proactive and responsible to ensure our organization can run as effectively as possible.
• Attention to detail: Team members are mindful of the work that they carry out, which helps CCAI ensure high quality of its activities.
• Team ethic: Team members must be able to work productively and collaboratively with team members, and otherwise foster a collegial environment.
• Comfort working in a digital environment: CCAI's team is based across the world, and communicates primarily using Slack and video conferencing tools. While we are happy to onboard newcomers to the particular technologies we use, team members must in general be comfortable working and collaborating in a primarily digital environment.
• Curiosity: CCAI is always embarking on new initiatives to catalyze impactful work. We encourage new ideas from within (and outside) the team!
• Commitment to diversity, equity, and inclusion: We are an interdisciplinary and international team and believe that diversity, equity, and inclusion (DEI) are not only fundamental to the organization but also to progress in addressing climate change as a whole. Team members are expected to hold DEI as a central consideration when organizing and executing CCAI activities.

About CCAI

Climate Change AI (CCAI) empowers a global community of innovators, practitioners, and decision-makers to accelerate responsible climate action through the use of AI, by addressing critical gaps in expertise, education, coordination, and research-to-deployment infrastructure. Since 2019, CCAI has inspired, informed, and connected thousands of stakeholders through networking and knowledge-sharing events, summer schools and other educational programs, international policy reports, and multi-million dollar global grants programs. See the CCAI website for further details.

Application

To apply, please send the following to apply+View email address on click.appcast.io:

1. Your current CV or resume
2. Cover letter discussing why you are interested in this position and in working with CCAI, and providing examples of relevant past experiences

Please also fill out the following form:

The selection process will include both interviews and technical assessments. References may be requested at a later stage of the process.