Job Summary

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This role supports CarbonRun’s daily operations and internal infrastructure through reliable coordination, documentation, and process management. This role includes a Google Drive restructuring project across our shared drives as well as expense support, the admin inbox, and day-to-day office needs. You will help leadership and teams focus on strategic priorities by keeping operations organized and consistent.

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Key Responsibilities

Google Drive Restructuring

• Move and rename files across assigned shared drives, following the approved folder structure and naming conventions.
• Compare duplicate files and flag conflicts for review.
• Use Claude, our approved AI tool, to speed up sorting and duplicate checks. Validate all output before acting on it.
• Follow data validation guardrails, including a change log, regular spot checks, and a holding folder for files under review instead of deleting them.
• Report progress against milestones and raise questions early.

Expense and Financial Coordination

• Collect, reconcile, and consolidate receipt submissions.
• Match receipts to Visa and transaction reports, and follow up with cardholders on missing receipts.
• Code receipts and prepare them for the bookkeeping team.
• Collect vendor invoices and forward them to the bookkeeping team.
• Place orders, track deliveries, and source pricing for supplies and equipment.
• Prepare expense items for approval.

Office and Administrative Operations

• Manage the admin inbox: triage, respond, and route.
• Monitor and order office supplies.
• Open and distribute incoming mail, and prepare outgoing mail and courier shipments.
• File operational documents in the right Drive folders.
• Prepare equipment and welcome kits for new hires.
• Handle confidential files and sensitive materials with discretion.
• Other administrative duties as assigned.

Meetings, Events, and Engagement

• Schedule meetings and manage calendar logistics.
• Set up all-hands and internal meetings.
• Plan and coordinate employee engagement activities, celebrations, and team-building events.
• Order swag, gifts, and cards.

Qualifications

Required

• 1 to 2 years of administrative or office experience.
• Strong working knowledge of Google Workspace, especially Drive, Sheets, Calendar, and Gmail.
• Hands-on experience using Claude or similar AI assistant to work faster, such as sorting information, comparing documents, summarizing, and drafting. You check AI output for accuracy before you act on it.
• Exceptional attention to detail, including with naming conventions and data accuracy.
• Ability to follow detailed directions and work independently without close supervision.
• Clear written and verbal communication.
• Discretion with confidential information.
• Ability to work in the Dartmouth office 3 to 4 days per week.

Compensation 

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$25 to $27 per hour, based on experience. 

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CarbonRun is an Equal Opportunity Employer. We value diversity, equity, and cultural sensitivity. We are dedicated to combating systemic discrimination of under-represented groups. If you need reasonable accommodation at any point during the application or interview process, please let us know.

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AI in the Application Process

Our application system uses artificial intelligence (AI) tools to assist in screening and evaluating candidate information. AI supports consistency, fairness, and efficiency in recruitment. People make all hiring decisions. By submitting your application, you consent to the use of AI for these purposes. 

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