Director of Administration
The New York Climate Exchange
Location
New York, NY | United States
Job description
The New York Climate Exchange (The Exchange) is a new not-for-profit climate solutions center designed to build community, foster collaboration, advance climate knowledge, and empower marginalized communities through cross-disciplinary networking, impactful programming, and cutting-edge facilities. While The Exchange will have a physical presence on Governors Island, its spirit and influence will extend beyond the Island into New York City and across the country and world. Our diverse coalition of partners—committed and prepared to collectively disrupt the status quo—incorporates local and global perspectives on climate change from academia, the private sector, and community-level organizations. As the first of its kind, The Exchange will unlock integrated and scalable approaches to sustainability, ultimately serving as a global model for sustainable positive change.
The New York Climate Exchange (“The Exchange”) seeks to recruit a Director of Administration to support our growing organization. This role will lead our organization's financial operations and administrative functions. This pivotal role involves overseeing various operational areas, including finance, budgeting and accounting , human resources, information technology, procurement, and space management. The Director of Administration will build and lead a dedicated team and play a crucial role in ensuring the efficient and effective functioning of our organization.
Applicants should feel comfortable working in a fast-paced, start-up environment with tasks and roles changing on a regular basis. This position is full-time. The individual filling this role will primarily work in-person in the New York City area. Periodic remote work is allowed with prior approval.
The position reports to the Chief Executive Officer.
Salary and Benefits
Salary for the Director of Administration is between $140,000-180,000 per year. The position includes eligibility for generous health and retirement benefits, and paid time off/sick leave.
Salary will be set based on a variety of factors, including but not limited to qualifications, experience, education, licenses, and specialized training. The above hiring range represents The Exchange’s good faith and reasonable estimate of the range of possible compensation at the time of posting.
Responsibilities
Working closely with the leadership team of The Exchange, significant responsibilities include:
Finance, Budget, and Accounting:
- Develop and manage the organization's budget, ensuring financial resources are allocated effectively to support strategic objectives.
- Oversee accounting processes, including financial reporting, invoicing, and expense tracking.
- Monitor financial performance against budgetary targets and provide regular reports to senior management.
- Lead and collaborate with the finance team to optimize financial processes and ensure compliance with regulatory requirements.
- Negotiate contracts and agreements with vendors to support organizational needs while maximizing cost efficiency.
Operations:
- Oversee daily operations related to Human Resources, Information Technology, Procurement, and Space Management.
- Develop and implement HR policies and procedures, oversee recruitment, onboarding, employee relations, benefits administration, and manage performance evaluation processes. Partner closely with HR services provider to procure services and develop and implement policies, processes, and procedures, as appropriate.
- Manage IT infrastructure and systems, provide technical support to staff, ensure data security and privacy compliance. Partner closely with IT services provider to procure services and develop and implement policies, processes, and procedures, as appropriate.
- Source and negotiate contracts with suppliers, manage purchasing processes and vendor relationships, optimize procurement strategies to control costs.
- Oversee and coordinate office layout and design, manage facilities and equipment maintenance, ensure compliance with safety and accessibility standards.
- Develop and implement efficient workflows and procedures to streamline operations and enhance organizational effectiveness.
- Monitor and evaluate operational performance, identifying areas for improvement and implementing corrective actions as needed.
- Create and ensure compliance with organizational policies, procedures, and regulatory requirements across all operational functions.
- Coordinate with department heads to support cross-functional initiatives and projects, fostering collaboration and alignment.
Compliance & Reporting:
- Establish and maintain compliance protocols to ensure adherence to relevant laws, regulations, and industry standards.
- Conduct regular audits and assessments to evaluate compliance levels and identify areas for enhancement.
- Prepare and submit reports to regulatory agencies and stakeholders as required, ensuring accuracy and timeliness.
- Develop and deliver training programs to staff on compliance-related topics, promoting a culture of compliance and integrity.
- Serve as the primary point of contact for external auditors and regulatory bodies, facilitating audits and inquiries as needed.
Leadership & People Management:
- Build and lead a dedicated administrative team, providing guidance, support, and mentorship to foster professional growth and development.
- Recruit, onboard, and train administrative staff, ensuring alignment with organizational values and objectives.
- Conduct performance evaluations and provide ongoing feedback and coaching to team members, recognizing achievements and addressing performance issues promptly.
- Cultivate a collaborative and inclusive work environment that promotes teamwork, innovation, and continuous improvement.
- Represent the administrative function in senior management meetings and strategic planning sessions, contributing expertise and insights to inform decision-making.
Position-related Qualifications
- Strong financial skills required. At least 5 years of experience as a finance, operations or administrative leader. Bachelor's degree in finance, business administration, or a related field required. MBA preferred.
- Extensive experience in all aspects of financial management, including budgeting, accounting, policy development, and financial analysis. Demonstrated ability to interpret financial data, analyze trends, and make informed recommendations to support organizational objectives.
- Proven track record of effectively leading and managing administrative functions, such as human resources, information technology, procurement, and facilities management. Ability to optimize resources and streamline processes to improve operational efficiency and effectiveness.
- Skilled in organizational development, capable of building structures, crafting policies, and mentoring staff for sustained growth and excellence.
- Excellent verbal and written communication skills in English, including ability to communicate complex issues to a wide range of audiences.
- Ability to think analytically and strategically.
- Proven ability to work with and across teams, both as a team leader and team member.
- Must contribute to an environment that values diversity, equity, and inclusion.
- Must be able to work independently and collaboratively on complex tasks on tight deadlines.
New York Climate Exchange Staff Core Competencies
- Develops and implements solutions that show understanding of how partners and/or own work achieves results that are financially, environmentally, and socially sustainable.
- Shares new insights based on in-depth understanding of clients/partners and recommends solutions for current and future needs of clients/partners.
- Initiates collaboration across boundaries and broadly across The Exchange, partner organizations, and other relevant institutions.
- Makes choices and sets priorities with The New York Climate Exchange corporate perspective in mind.
- Helps others to understand problems, partner and client needs, and the underlying context.
- Recognizes the value of diverse perspectives and lived experiences and applies a critical lens to systemic sources of bias and discrimination.
- Applies critical thinking and seeks input and experience from others to recommend a course of action consistent with The Exchange’s strategy.
- Evaluates risk and anticipates the short- and long-term implications of decisions.
- Commits to a decision and acts once it has been reached.
Applications should include a cover letter and CV/resume. Preferred consideration will be given to applications received no later than March 4, 2024. The New York Climate Exchange provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, height, weight, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Research indicates that men tend to apply for jobs when they meet just 60% of the criteria, while women and people from other marginalized groups only apply if they are a 100% match. If you are passionate about our mission and think you have what it takes to be successful in this role even if you don’t check all the boxes, please apply. We’d appreciate the opportunity to consider your application. You must be able to work in the United States as The Exchange does not yet have visa-sponsoring capabilities.
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