Executive Assistant

Job Description

The Climate and Land Use Alliance (CLUA) is a collaborative of foundations seeking to amplify the power of people and the potential of forests for a just and climate resilient world. CLUA member foundations are the ClimateWorks Foundation, the David and Lucile Packard Foundation, the Ford Foundation, Good Energies Foundation, and Gordon and Betty Moore Foundation. Margaret A. Cargill Philanthropies also awards grants in alignment with the CLUA strategy. By bringing together our resources and diverse expertise, CLUA supports policies, practices, and partnerships that halt and reverse forest loss, advance sustainable land use and development, and secure the rights and livelihoods of Indigenous and forest communities. For more, please visit climateandlandusealliance.org.

CLUA coordinates with other funders to accelerate progress toward shared goals of raising more support and moving more resources to organizations working to halt and reverse tropical deforestation by hosting Forests, People, Climate, a collaborative of philanthropic donors, civil society, and community-based organizations seeking to halt and reverse tropical deforestation while supporting just, sustainable development. Learn more at forestspeopleclimate.org.

Position Description
The Executive Assistant plays a key administrative support role for the Brazil Initiative Programs Team. They will support the Brazil Initiative team with coordinating calendars, preparing meeting materials, meeting logistics, and arranging frequent international travel, and team retreats. They will also coordinate with other stakeholders, including other Initiative teams, senior leadership, and operations team members, as well as with external stakeholders, including other funders and grantee partners.

The successful candidate will be able to work independently with minimal supervision, take guidance from supervisors and peers, and possess strong organizational and interpersonal skills. This includes working remotely with team members and diverse stakeholders located in different geographies. The Executive Assistant will report to the Brazil Initiative Lead.

Location
This is a remote position, located in Brazil. The position will require work across multiple time zones, and in close collaboration with colleagues around the world, that includes early and late calls and activities to support colleagues in multiple time zones in the Americas, Europe, Africa, and Asia.

Primary Duties & Responsibilities
The Executive Assistant will be primarily responsible for the following duties:

Meeting Scheduling and Calendar Management

• Plan and coordinate complex scheduling across international time zones to support collaboration among the Brazil team and local/international stakeholders, ensuring that online and in-person meetings are inclusive and aligned with established priorities and team well-being
• Assist with meeting coordination, including administrative meeting logistics, scheduling support, and international travel arrangements when necessary
• Communicate proactively and responsively in English with internal and external stakeholders, including international partners and collaborators

Meeting Coordination

• Ensure that the Brazil Initiative Lead, Senior Program Officer and Program Officers are well prepared for meetings, events, and trips by organizing schedules, materials, background information and logistical details
• Ensure that meeting participants have the necessary agendas and pre-reading material in a timely manner
• Facilitate Brazil Initiative team meetings by coordinating agendas, gathering discussion topics from team members, supporting meeting flow and norms, taking notes, documenting decisions and action items, and helping track follow-up actions with team members
• For broader meetings and events beyond the Brazil Initiative team, provide coordination and facilitation support, including note-taking, agenda preparation and distribution, meeting logistics, and coordination of meeting rooms/venues, food & beverages, and other logistical needs

Travel Arrangements and Event Planning

• Use good judgment to arrange travel that balances scheduling needs, convenience, cost, and team priorities
• Research and reserve hotels, restaurants and venues, and coordinate with venues and vendors to ensure successful events
• Support the Brazil Initiative Team with flight booking, changes and cancellations when needed.
  Follow security protocols and processes to ensure staff safety during travel and events

Additional duties

• Provide additional administrative responsibilities, which include, among other things:
  • Process monthly expense reports
  • Coordinate meeting logistics – for example: meeting room/venue, food & beverages
  • Work closely with internal and external teams to support day-to-day administrative and operational needs, including office coordination and supplies management
• Provide occasional copy editing support to help ensure written materials maintain clarity, accuracy, and alignment with organizational tone and standards
• Engage effectively with staff across the organization to complete tasks in a timely manner while contributing to a collaborative, transparent, and supportive team environment

Preferred Experience & Competencies
Applicants will ideally have many of the following competencies and some of the following experience:

• A minimum of 5 years of administrative work experience, including at least 2 years supporting leadership and/or international teams
• A Bachelor’s degree or equivalent experience
• Previous experience in a nonprofit or philanthropic sector (academic or work experience in natural resources, public policy, environmental sciences, social justice or international policy preferred)
• Previous experience with supporting teams working internationally
• Extensive experience with planning events, and arranging international meetings and travel arrangements for individuals and large groups
• Strong computer skills, with a high degree of proficiency in Google Suite (Drive, Docs, Forms, Sheets)
• Experience leveraging technology for task and process management (e.g. Slack, Miro, Asana)
• Outstanding organizational skills, including record keeping and information management
• Strong communication skills, including ability to draft and copy edit clear correspondence and documents in English (bonus points for additional languages)
• Ability to build and maintain relationships across all levels of the organization
• Being self-motivated, persistent, dependable and proactive, with the ability to work effectively and efficiently with minimal supervision
• Demonstrated sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds, and orientations
• Being creative, resourceful, and professional approach to work
• Ability to manage multiple priorities, adapt to changing needs, and work effectively in a fast-paced environmentA strong commitment to justice and equity work
• Experience supporting collaboration and coordination across teams and organizations
• Advanced written and spoken English are required (C1 or C2 level)
• Ability to work outside of typical work hours (i.e. early mornings and/or late evenings) when required to accommodate various time zones

Compensation
The annualized compensation range for this position is between USD 35,000 and 40,000 gross, depending on experience.

Term
This temporary contract position will be for a term ending February 2027.

Travel
This position requires occasional travel, domestic and international.

Equal Opportunity and Access
Equal employment opportunity is a fundamental principle at the Climate and Land Use Alliance, where staffing and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexual orientation/affectional preference, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law. The Climate and Land Use Alliance does not discriminate against formerly incarcerated individuals.

Application Process
All interested candidates are encouraged to apply as soon as possible. CLUA will complete an initial review of applications received by May 22, 2026 and on a rolling basis thereafter until the position is filled. To be considered, please apply online and submit a cover letter and resume in English.