Job Overview:
We are seeking a proactive and highly organized Executive Assistant to provide comprehensive support to senior executives. The ideal candidate will be responsible for managing calendars, coordinating meetings, handling confidential correspondence, and ensuring the executive’s workflow is streamlined and efficient. This role requires strong multitasking abilities, excellent communication skills, and discretion.
Please note: While experience in the renewable energy sector—or solar—is preferred, it is not required. We welcome candidates from various industries who bring strong administrative expertise. This position offers a flexible schedule, with availability primarily aligned to Pacific Standard Time (PST) hours.
Responsibilities:
- Administrative & Calendar Management:
- Manage and coordinate executive schedules, appointments, and travel arrangements.
- Plan and schedule meetings, ensuring timely follow-ups and agenda preparation.
- Handle and prioritize multiple calendars and resolve scheduling conflicts efficiently.
- Organize and prepare materials for meetings, including reports, presentations, and notes.
- Communication & Correspondence:
- Act as the primary point of contact for the executive, handling emails, calls, and inquiries.
- Draft, review, and edit correspondence, memos, reports, and presentations.
- Ensure timely and professional communication between executives, stakeholders, and team members.
- Project & Task Coordination:
- Assist with special projects, research, and data collection as required.
- Maintain and update important records, files, and documentation.
- Track and follow up on assigned tasks, ensuring deadlines are met.
- Travel & Event Planning:
- Arrange complex domestic and international travel itineraries.
- Coordinate logistics for conferences, business events, and team gatherings.
- Prepare detailed travel itineraries, including accommodations and transportation.
- Office & Financial Management:
- Process expense reports, reimbursements, and invoices.
- Assist in budget tracking and resource allocation.
- Manage office supplies and ensure all necessary resources are available for executives.
Requirements:
- Proven experience as an Executive Assistant, Personal Assistant, or similar administrative role.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
- Excellent organizational and time-management skills.
- Strong written and verbal communication skills.
- Ability to prioritize tasks, meet deadlines, and handle multiple responsibilities.
- High level of discretion and professionalism in handling confidential information.
- Tech-savvy with experience in task management tools such as Asana, Trello, ClickUp, or similar.
- Strong problem-solving abilities and proactive approach to challenges.
- Flexible availability to work within PST/PDT hours.
Preferred Qualifications:
- Experience supporting C-level executives.
- Familiarity with CRM systems and project management tools.
- Background in event planning or corporate communications.
- Prior experience in finance, HR, or operations is a plus.
- Experience in the renewable energy sector—or solar—is preferred, it is not required.
