Executive and Operations Support Specialist

Utah Clean Energy•Salt Lake City, UT

1d•$65,000 - $75,000•Hybrid

About The Position

The Executive and Operations Specialist is a central member of the team, helping the organization run smoothly while supporting executive leadership, office operations, and events. This position helps ensure a welcoming, well-functioning office environment while coordinating logistics, systems, and internal processes that allow staff and leadership to work effectively. This role is ideal for someone who is highly organized, collaborative, detail-oriented, and excited to support mission-driven work advancing clean energy and climate solutions. This role works closely with the Chief Executive Officer (CEO) and Deputy Director to provide executive support, coordinate office and operational activities, assist with event logistics, liaise with IT vendors, and provide administrative support to the broader team.

Requirements

Applicants should have an associate’s degree and a minimum of 1-2 years of experience in any of the key responsibilities described above.
Relevant administrative work will be considered as a potential substitute for a degree.
Proficiency in Microsoft Office Suite, including Word, Teams, Outlook, and Excel.
Excited to engage in and support work that advances Utah Clean Energy’s mission.
Highly organized and detail-oriented.
Strong written and verbal communication skills.
Self-directed, with the ability to work independently, while being flexible in a collaborative and fast-moving environment.
Eager to take on a wide variety of tasks and help with all aspects of a small nonprofit organization, including nurturing relationships to support the continued growth of myriad functions of Utah Clean Energy.
Desire to be a part of an influential team of professionals who embrace high-quality, impactful work and a healthy work-life balance.

Nice To Haves

Experience with Asana or other project management software is preferred.

Responsibilities

Provide administrative support to the CEO and Deputy Director, including scheduling meetings, coordinating logistics, assisting with correspondence, and other duties as assigned by the CEO and Deputy Director.
Support executive initiatives by tracking action items, assisting with follow-up, and helping ensure project progress.
Assist with the preparation of materials for meetings and events.
Assist with Board administration, including coordinating schedules, supporting communication with Board members, and helping maintain certain records.
Provide support during hiring processes, including job postings and scheduling interviews.
Coordinate onboarding logistics for all new staff, including workspace setup, equipment, and orientation support.
Serve as the primary point of contact for visitors and incoming phone calls.
Coordinate day-to-day office operations by managing supply inventory, conducting periodic quality-assurance walkthroughs, coordinating furniture and equipment orders, and taking responsibility for ensuring the Climate Innovation Center remains clean, well-organized, and welcoming for staff and visitors.
Manage and coordinate building maintenance needs and office improvements with team members and contractors.
Provide administrative support to the Director of Finance and Compliance for various bookkeeping duties, including credit card transactions (accounts payable) and maintaining documentation for annual financial audit and grant reporting.
In conjunction with the outsourced IT consultant, implement and maintain effective IT systems, including standardized software platforms, file-sharing protocols, and data management practices.
Serve as the first point of contact for staff IT questions, including software issues and hybrid meeting support.
Manage user access for core organizational tools such as Outlook, Teams, SharePoint, Asana, and other software platforms.
Support staff in effectively using Asana, Microsoft Office Suite, and other tools by providing training resources and guidance.
Stay current on software updates and coordinate relevant training and resources for staff.
Coordinate the procurement, setup, deployment, tracking, and troubleshooting of staff technology equipment, working closely with the IT consultant and external vendors as needed.
Coordinate logistics for internal and external meetings and events, including scheduling, venue booking, catering arrangements, material procurement, vendors, and A/V setup.
Occasional evening event assistance may be required with notice.
Help to ensure UCE events run smoothly by assisting with RSVPs, event check-in, and providing day-of coordination as needed.
Assist with planning and logistics for staff gatherings, retreats, and strategic planning sessions.
Help manage and update the UCE events calendar to ensure it accurately reflects upcoming events, key deadlines, and potential scheduling conflicts for staff.
Oversee public events held at the Climate Innovation Center, including managing requests to host events at the Center, coordinating open houses, and other scheduling requests involving the building.
Help organize internal files and shared resources in Microsoft SharePoint and Teams.
Support a positive office culture by helping coordinate staff parties, staff recognition, and team-building activities.
Provide general administrative support for miscellaneous requests such as coordinating mailings or large printing projects, prepping rooms for meetings, or assisting with travel arrangements.
Assist with improving internal processes that support collaboration across teams.
Assist with presentation materials, newsletters, and organizational collateral.
Work with the Communications Director to help maintain website content.