Administrative & Operations Associate

About the Organization

Climate Change AI (CCAI) is a mission-driven group founded in 2019 that works to apply artificial intelligence toward climate action. It brings together researchers, practitioners, and decision-makers around responsible, high-impact solutions. The organization fills important gaps in expertise, education, coordination, and the path from research into real-world deployment. Its work includes networking and learning events, summer schools, educational initiatives, policy reports with global reach, and administration of multi-million-dollar grant programs. CCAI places strong emphasis on cross-disciplinary, international collaboration and on diversity, equity, and inclusion as core values.

About the Role

CCAI is hiring a highly organized and self-driven Administrative and Operations Associate to help keep day-to-day work running smoothly and to support strategic projects across the organization. This is a full-time remote role based in the United States, reporting to the Executive Director and supporting other senior team members as needed. The position covers administrative, operational, financial, and communications tasks, with responsibilities spanning internal systems, process improvement, event coordination, digital organization, and external correspondence. The ideal candidate will be comfortable working independently in a remote, digital-first setting, juggling several priorities at once, and solving problems with care and accuracy.

Responsibilities

• Build, maintain, and improve CRM records, expense tracking, and reporting tools that support community and education programs.
• Keep the website updated by spotting needed changes and helping implement them.
• Collect, organize, and track organizational data and metrics for analysis and reporting.
• Manage digital files and internal systems so information stays secure, organized, and easy to access.
• Handle invoices, reimbursements, and payment processing with accuracy and timeliness.
• Support monthly account reconciliation in the organization’s local accounting system.
• Look for ways to simplify workflows and introduce better operational practices.
• Set up and maintain legal, financial, and logistical systems needed for organizational operations.
• Support external communication tasks such as email outreach and routine correspondence.
• Assist with volunteer and staff recruitment, onboarding, and related coordination.
• Manage calendars, arrange meetings, and help maintain clear internal communication.
• Coordinate travel arrangements for staff and event attendees when required.
• Help set up online event registration systems and support event logistics for CCAI programs.
• Provide additional administrative help to staff and volunteers to keep operations effective and organized.

Requirements

• At least 2 years of relevant experience in administration, operations, or a related area.
• Strong written and verbal English communication skills.
• Excellent organization and time management capabilities.
• Careful attention to detail and a high level of accuracy.
• Hands-on experience creating, running, or maintaining operational systems and tools.
• Comfort using Google Drive, Google Docs, Google Sheets, and Microsoft Excel.
• Familiarity with collaboration platforms such as Slack and Zoom.
• Experience with basic financial administration, including invoicing and reimbursements.
• Ability to work with minimal oversight and manage tasks independently.
• Confidence working in a remote, digital-first environment.
• Willingness to learn new software and workflow automation tools.
• Legal authorization to work in the United States without employer sponsorship.

Preferred Experience

• Background supporting volunteers or community groups.
• Experience helping run online or in-person events.
• Basic website content management experience, or a willingness to learn.
• Exposure to workflow automation tools and process design.
• Interest in or familiarity with climate change, machine learning, or related fields.
• Additional language ability beyond English.

Benefits

• Fully remote work setup with flexibility and better work-life balance.
• Annual salary between $80,000 and $90,000 USD.
• 401(k) retirement plan with a 4% employer match.
• Individual Coverage Health Reimbursement Arrangement (ICHRA) for healthcare support.
• Unlimited vacation and sick leave.
• Organization-wide holiday break from December 24 through January 1.

Equal Opportunity

CCAI is committed to building an inclusive workplace and encourages people from all backgrounds, identities, and experiences to apply. The organization values diversity, equity, and inclusion as essential to its mission. Employment decisions are made without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, or any other protected status.