11 Calstart Administrative Assistant Jobs Hiring Near You

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All legitimate communication from our recruitment team will come from an official calstart.org email address via email, we will not text you about a role you have not applied to or shown interest in. We will not perform any interviews via text or Zoom chat.
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About Us:
CALSTART is a mission-driven industry organization focused on transportation decarbonization and clean air for all.
For over 30 years, it's been CALSTART's mission to develop, assess, and implement large-scale, zero-emission transportation solutions to mitigate climate change and support economic growth. CALSTART works with businesses, organizations, governments, and communities to create real-life impact toward clean air and equitable access to clean transportation for all. CALSTART provides scientific, technical and policy support for regulatory development and clean technology and infrastructure acceleration.
About The Role:
The OEMs & Equipment Project Manager supports CALSTART's Dealer Training & Engagement Team by managing vehicle, equipment, manufacturer, and dealer related activities across the on road and off road Voucher Incentive Programs administered by CALSTART. Reporting to the Deputy Director of Dealer Training & Engagement, this role works closely with original equipment manufacturers, dealers, internal program teams, and government partners to coordinate vehicle and equipment additions, updates, removals, deactivations, eligibility changes, dealer affiliations, and other catalog related functions. The position helps ensure that program systems, public facing information, and internal records remain accurate, current, and aligned with program requirements.
The ideal candidate brings experience with commercial vehicles, zero emission technologies, or on and off road equipment, along with strong project management, data management, analytical, and communication skills. Daily responsibilities include tracking approval and eligibility documentation, maintaining records in Salesforce and website authoring platforms, analyzing vehicle and equipment data, preparing reports, supporting process improvements, and developing clear procedures for recurring workflows. This role will also help streamline and automate vehicle and equipment intake, year end vehicle deactivation, OEM notifications, reporting, and related administrative processes. The position offers an opportunity to work directly with emerging clean transportation technologies, build productive relationships with manufacturers and dealers, and improve the systems and processes that support transition to zero emission vehicles and equipment.
Duties & Responsibilities:

• Manage vehicle, equipment, OEM, and dealer related workflows across CALSTART administered on road and off road Voucher Incentive Programs, including additions, removals, deactivations, eligibility updates, dealer affiliations, and other program changes.
• Serve as a primary point of contact for original equipment manufacturers and participating dealers, providing clear, accurate, and timely communication regarding program processes, documentation requirements, system updates, and next steps.
• Review and track vehicle and equipment approval or eligibility documentation, coordinate required follow up, and ensure information is accurately reflected across Salesforce, public facing websites, internal tracking tools, and related program systems.
• Lead projects to standardize, streamline, and document recurring OEM and equipment workflows, including approval letter intake, catalog updates, OEM notifications, year end vehicle deactivation, and dealer or manufacturer change processes.
• Maintain and analyze vehicle, equipment, OEM, and dealer data to identify trends, monitor workflow status, support decision making, and prepare recurring or ad hoc reports for program leadership and internal partners.
• Develop and maintain standard operating procedures, process maps, templates, trackers, and training materials that improve accuracy, consistency, efficiency, and continuity across Voucher Incentive Programs.
• Partner with the Dealer Training & Engagement Team to translate policy, equipment, and system changes into clear guidance, training resources, and communications for dealers and OEM representatives.
• Collaborate closely with Voucher Processing, Policy, Technology, Data & Analytics, Marketing and Communications, program leadership, and government agency partners to resolve issues and ensure coordinated implementation of program changes.
• Identify opportunities to reduce manual work and improve data quality through automation, system enhancements, and improved use of platforms such as Salesforce, website authoring software, Monday.com, and other program management tools.
• Support the successful launch and ongoing administration of new Voucher Incentive Programs, vehicle categories, equipment types, technologies, and program requirements by coordinating readiness activities across internal and external stakeholders.
• Manage multiple concurrent projects and time sensitive requests while maintaining organized records, clear priorities, dependable follow through, and consistent communication with stakeholders.
• Contribute to organizational goals by improving the accuracy of public facing program information, strengthening OEM and dealer relationships, reducing processing delays, and supporting the adoption of zero emission vehicles and equipment.

Qualifications:

• Bachelor's degree in transportation, engineering, environmental studies, business administration, public policy, project management, data analytics, or a related field, or an equivalent combination of education and relevant professional experience.
• At least five years of relevant experience in transportation, vehicle or equipment manufacturing, clean energy, incentive program administration, project management, or a related field, including experience independently managing projects and stakeholder relationships.
• Working knowledge of on road vehicles, off road equipment, commercial fleets, original equipment manufacturers, dealerships, or zero emission transportation technologies.
• Strong project management, data management, and analytical skills, including the ability to manage multiple workstreams, maintain accurate records, identify trends or discrepancies, track deliverables, and prepare clear reports.
• Proficiency with Salesforce or a comparable customer relationship management system, along with experience using website authoring or content management software, project management platforms, spreadsheets, and other data tracking tools.
• Excellent written and verbal communication, organization, judgment, and problem solving skills, with the ability to interpret technical or program requirements, communicate clearly with internal and external stakeholders, work independently, and improve complex or manual processes.

Desired Qualifications:

• Advanced degree or professional certification in transportation, engineering, environmental studies, public policy, business administration, project management, data analytics, or a related field.
• Experience administering government funded incentive, rebate, grant, or voucher programs, particularly programs supporting clean transportation, commercial vehicles, or off road equipment.
• Familiarity with zero emission vehicle and equipment technologies, including battery electric, fuel cell electric, charging, hydrogen fueling, or related infrastructure considerations.
• Experience working directly with original equipment manufacturers, dealers, fleets, regulatory agencies, or public sector partners in a transportation or equipment focused environment.
• Advanced experience with Salesforce, website content management systems, Monday.com, Microsoft Excel, data visualization tools, workflow automation, or system integration projects.
• Experience leading process improvement initiatives, developing technical or dealer facing training resources, and translating regulatory or technical requirements into clear operational procedures.
• Ability and willingness to travel occasionally for meetings, trainings, industry events, vehicle or equipment demonstrations, and other program related activities. The role may require extended periods working at a computer and occasionally moving or handling materials used for meetings or events.

$72,000 - $85,670 a year
We understand that not everyone will match the above qualifications 100%. If your background isn't perfectly aligned but you feel you would be a great addition to the team, we'd love to hear from you.
We're a tight-knit team of world-class innovators, business minds, and change agents who believe passionately in our mission and put our team ahead of self. We are committed to the continued development and growth of our employees and invest in your success!
We care about your personal well being as much as your professional success and offer generous benefits to full time employees including: 100% company paid comprehensive health benefits for Medical, Dental, Vision, Short Term Disability, Long Term Disability and Life Insurance, Retirement plan with generous company contributions, FSA for Health and Dependent Care, 3 weeks of vacation time in the first year of employment, 11 paid company holidays, paid sick time, paid family leave, and more!
Our inclusive environment focuses on making decisions based on merit without regard to race, color, hair texture, gender, religion, age, nationality, social or ethnic origin, sexual orientation, gender identity, gender expression, LGBTQIA+ status, marital status, pregnancy, disability, genetics, veteran status, or any other characteristic protected by law.
We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.