ABOUT THE AD HOC GROUP
The Ad Hoc Group, Inc. (AHG) is an advisory firm that helps startups and investors successfully grow climate tech businesses in complex, regulated markets. We are experts at the intersection of policy and business and we’re on a mission to help scale the technology businesses the world needs to fight and adapt to climate change. We’ve helped high-impact climate tech companies like Dandelion, Octopus Energy, Charm Industrial, Google Nest, SPAN, Pano, Stripe Climate, Impulse and many more shape their market and accelerate growth.
AHG is a team of advisors and consultants with a wide range of professional backgrounds who are deeply passionate about solving the climate crisis and our work to support climate tech companies. This commitment is at the root of our values. We put in the work required to empathize with startups, advocates, investors, regulators, customers, and other stakeholders in the climate tech community. We build authentic, long-term relationships rooted in human connections and a belief that a community is more powerful than a network. We challenge ourselves and our clients on where and how to drive more equitable outcomes, both within our organizations and in the market. You can read more about our values and company culture here.
ABOUT THE POSITION
AHG is hiring an Executive Assistant/Operations Manager to provide administrative support to our partners, manage and streamline operational tasks throughout our organization, and contribute to team culture building. The Executive Assistant/Operations Manager will provide support to AHG’s CEO, Jim Kapsis, and Partner, James Schulte, on a daily basis, and assist on larger-scale projects as required. This role is the connective tissue that promotes and supports strong communication and helps all parts of the company run effectively.
This role is ideal for an operations specialist with experience supporting executives in a startup context and interest in learning more about the climate tech space. Successful candidates should have experience as an operations manager and/or executive assistant, be exceptionally organized and attentive to detail, and have an ability to anticipate needs, balance, prioritize, and efficiently manage multiple projects. In addition to getting broad exposure to the climate tech industry, the individual who will fill this role will receive meaningful professional development to support a career trajectory in operations, human resources and people and culture.
WHAT YOU'LL DO
- Executive support – est. 60% of time
- Support AHG’s partners with administrative tasks such as scheduling meetings, ensuring timely follow up on key deliverables, and booking and reimbursing travel
- Managing the CEO’s correspondences by arranging communications (emails, calls, meetings) in order of priority, while taking into account the urgency of deadlines and the relative importance of each communication
- Capture notes and takeaways in weekly team meetings covering topics such as business development and client relationship management
- Work with team members to prepare memos for our executives in advance of certain client meetings (approximately 4-8 per week)
- Record executive hours into our time tracking software using our executives’ calendars
- Operational support – est. 40% of time
- Identify opportunities to streamline processes or improve how we organize data or resources across the firm
- Work with teammates to plan and execute multiple in-person team retreats annually.
- Oversee event logistics, such as hotel bookings, catering orders, liaising with external speakers, and fun team-building activities.
- Work with teammates to support onboarding of new team members and ensure a first-rate experience
- Coordinate and negotiate with vendors and suppliers as necessary, ensure bills are paid in a timely manner, and that services meet our team’s needs
- Manage the processing of invoices and liaising with AHG’s payables team to ensure all company invoices are paid promptly and accurately.
- Work with teammates and vendors to order office supplies and design and order company-branded swag for teammates and allies
- Manage distribution of holiday cards, company notes, and company-branded swag to our network, while ensuring they are sent in a timely manner
- Act as a resource for employees to foster a work environment that ensures strong communication and collaboration
WHAT WE'RE LOOKING FOR
- 3+ years of prior experience supporting executive team members on topics such as scheduling, event planning, and project management
- Extremely strong attention to detail and accuracy
- Ability to identify and anticipate the needs of executives within AHG
- Strong relationship building skills with ability to interact with and tailor messaging to all kinds of audiences, including by tenure (entry level to executive) and field (startup, policy, corporate, etc.), maintaining confidentiality with sensitive information
- Adept at managing multiple competing priorities while maintaining focus and composure; comfortable asking for help
- Solid written communications skills with ability to draft correspondence for internal and external audiences
- Eager to take on new projects and find opportunities to streamline operations
- Comfortable delivering high-quality work while maintaining a positive attitude and a sense of humor
- Excellent computer skills, including familiarity with Google Suite and Microsoft products
- Ability to learn and utilize new technology platforms quickly
- An interest in learning about climate tech and policy.
LOCATION
Washington, D.C. metro preferred, but flexible for the right candidate. AHG is a remote firm that is building a hybrid, in-person office culture across our hubs in Washington, DC, Chicago, San Francisco, and New York.
COMPENSATION AND BENEFITS
Base salary range of $70k-$80k commensurate with skills, experience, and qualifications. This position is eligible for an annual bonus and participation in the company’s equity incentive plan. AHG provides our employees with competitive benefits including a 401k plan with an employer contribution, group medical, dental, and vision coverage, a $1000 professional development benefit, and a flexible PTO policy.
ADDITIONAL INFORMATION
The Ad Hoc Group is an equal opportunity employer and welcomes candidates from diverse backgrounds. AHG recognizes that climate change disproportionately affects people from historically marginalized backgrounds. Our company is committed to building an inclusive and respectful culture, and we strive to build a firm that reflects the populations that our work serves. We highly encourage applications from women, people of color, and people from other backgrounds historically underrepresented in the climate tech community.
This position is an at-will role and this job description is only a summary of the typical functions of the job. It is not an exhaustive or comprehensive list of all possible job responsibilities, tasks and duties. The responsibilities, tasks, and duties of the incumbent may differ from those outlined in the job description and other duties, as assigned, may be part of the job.
TO APPLY
Please submit your resume and a cover letter through the Ad Hoc Group’s on-line portal. Indicate the position to which you are applying.
