Program Assistant - India Program

Job Description:

Are you an administrative professional with exceptional organizational and communication skills? Are you able to manage several responsibilities/deadlines at a time, while ensuring exceptional accuracy and attention to detail? Are you a proactive problem solver who can anticipate challenges and opportunities in advance? Do you have strong interpersonal skills and a commitment to teamwork, while also being able to work independently? Do you enjoy the administrative challenges of supporting executive-level individuals? If yes, then join our team!

Program Overview:

RMI is an organization recognized for thought leadership in clean energy and climate solutions in India. Ongoing work focuses on the transport, buildings, and electricity sectors and involves technical assistance and policy advising at the national level and the design and facilitation of pilot projects at the state and city levels alongside leading industry players.

Position Overview:

As a Program Assistant, you will serve as the liaison between RMI India leadership and internal and external contacts including business partners and donors. Additionally, you will assist with the day-to-day operations of the RMI India team. This role will work in close collaboration with both a US-based and Southeast Asia-based RMI staff. Specifically, you will closely collaborate and partner with program leadership, the India Program Operations Manager, and the India Program Operations Lead. This role reports to the Managing Director of the India program.

Your responsibilities:

Administrative support for RMI India Program leadership:

• Manage individual calendars for Program Leadership, as well as shared programmatic calendars.  

• Ensure Leadership is prepared for meetings and engagements by providing necessary information, reserving preparation time, and scheduling preparation meetings as necessary.  

• Streamline communication and serve as the primary point of contact for Leadership with both internal and external stakeholders.  

• Submit timesheets and expense reports on time and maintain associated documentation.  

• Submit invoices monthly for approval and processing.

• Understand priorities and commitments of Leadership and can adjust seamlessly, proactively, and with little advance notice.  

• Handle daily requests from Leadership and follow up in a timely and professional manner.  

Administrative coordination for RMI:

• Support with day-to-day administrative functions such as scheduling of conference rooms, support with event organization, catering and other set up for events and high-level meetings, and printing and collation of program materials.

• Manage travel and hotel bookings for large events or high-level visits.

• Coordinate local transportation for high-level visits and large events.

• Maintain supply of RMI India collateral and publications.

• Keep up-to-date documentation of RMI India policies and processes.

• Propose and coordinate team activities and holiday events in coordination with India Program Operations team.

• Managing expense reporting, timesheets, and associated documentation .

Minimum Qualifications:

• Bachelor's degree from an accredited college or university, or an equivalent combination of education and experience

• Minimum of 3 years as an executive assistant/administrative assistant in a professional environment or as an office coordinator

• Proficiency in Microsoft Outlook and Office suite

• Excellent written and verbal communication skills with advanced fluency in English.

• Experience working with senior staff in various organizations and governments

• Ability to maintain professionalism and strict confidentiality

• Can graciously and efficiently handle unanticipated changes to schedules, plans and workloads

Additional Qualifications:

• Organized, self-­directed, and ambitious

• Excellent customer service skills and mindset

• Exceptional attention to detail, accuracy, and follow-through

• Excellent judgment and strong triage and decision-making ability

• Ability to interact with staff at all levels, often under pressure, remaining positive, flexible, proactive, resourceful, efficient, and managing multiple, competing demands

• Passion for RMI India’s mission

• Motivation to seek ways to improve systems and processes

• Enthusiastic culture driver

Location   

We are a remote-ready company with team members around the globe. Our beautiful and welcoming offices are available for meetings or focused work, whether you are travelling through or living nearby. Our U.S. offices are in New York City; Washington DC; Oakland, California; Boulder, Colorado, and Basalt, Colorado. The ideal candidate will be based in Southeast Asia. 

We provide you with the essential IT equipment to ensure you have a comfortable home office set-up. We love seeing each other in person! We occasionally gather for shared time together like retreats and learning experiences. Be ready to travel for occasional in-person meetings (and of course, we cover travel costs). Some roles may require more travel, which will be discussed during the hiring process.

Benefits and Compensation:

• We offer a competitive compensation and comprehensive benefits package, including:

• Medical insurance allowance

• Professional and personal development

• Parental leave

• Casual work environment

Diversity, Equity, and Inclusion      

At RMI, our mission is to build a clean, prosperous, and secure energy future for all. For this to happen, every single person needs to be a stakeholder in the energy transition. Recruiting, hiring, mentoring, and retaining a diverse workforce that reflects the communities we serve is critical to our success. We need the widest range of perspectives to understand the systems we are trying to change. That doesn’t just mean bringing a diverse team to the table; it also means working proactively to give all job seekers and employees equitable experiences. Visit our DEI page for more information on our DEI initiatives and commitments.

All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.  

About RMI 

RMI is an independent, non-partisan, nonprofit organization of experts across disciplines working to accelerate the clean energy transition and improve lives. Since our founding in 1982 by Amory Lovins, RMI’s chairman emeritus, we continue to grow and have a global reach and reputation.

For 40 years, RMI has utilized our unique techno-economic expertise and whole-system thinking to publish groundbreaking research and analysis. We bring together collaborations of rare reach, range, and expertise—creating unconventional partnerships and mobilizing action to drive change on the massive scale needed to combat the climate crisis.

RMI is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.