Executive Assistant

Valid8 Financial, Inc.; Austin (TX); On-site; USD 30,000 - 52,000; Part time

Benefits offered by this job

Competitive compensation

PTO, holidays

401(k) with employer match

EAP support

Professional development

Job summary

Kinect Solar is seeking an organized Executive Assistant to support the CEO and Board on a part-time basis in Austin, TX. The role focuses on managing the executive inbox, calendar, and corporate documents while maintaining discretion in a fast-paced solar supply chain environment.

The ideal candidate has 5+ years of C-level support experience, strong communication skills, and proficiency with AI-enabled workflows to help executives work smarter and more efficiently.

Qualifications

• 5+ years supporting C-level executives, preferably in dynamic environments.
• Proven track record managing complex inboxes and calendars for senior leaders.
• Strong document and file-management discipline with naming conventions and version control.
• Excellent written and verbal communication skills with high discretion.

Responsibilities

• Inbox Management: manage, triage, and prioritize CEO and Board emails; draft and route correspondence.
• Calendar Management: own CEO calendar, coordinate meetings across time zones; prep agendas and materials.
• Managing & Organizing Electronic Files: build folder structures; safeguard confidential documents; maintain board portal.

Skills

C-level support

Inbox management

Calendar management

Document management

AI & automation

Workflow design

Discretion and judgment

Communication

Tools

Microsoft Office Suite

Google Drive

SharePoint

OneDrive

Job description

Kinect Solar is seeking a highly organized and proactive Executive Assistant to support our CEO and Board for approximately 15–20 hours per week. This part-time role is designed to enable strategic focus by owning the day-to-day administrative engine — including inbox, calendar, and document organization — that keeps the executive office running.

The ideal candidate is detail-oriented, resourceful, discreet, and able to anticipate needs in a fast-paced environment.

Responsibilities:

Inbox Management

• Manage, triage, and prioritize the CEO's and Board's email inboxes, surfacing urgent and time-sensitive items.
• Draft, respond to, and route correspondence on behalf of the CEO and Board in a consistent, professional voice.
• Maintain a clean, filtered, and organized inbox using folders, labels, rules, and follow-up systems.
• Flag action items, track outstanding responses, and ensure nothing falls through the cracks.

Calendar Management

• Own the CEO's calendar end-to-end, thoughtfully scheduling and protecting time for key priorities.
• Coordinate internal and external meetings across multiple time zones, partners, and stakeholders.
• Prepare the CEO for each meeting with agendas, briefing notes, and relevant background materials.
• Coordinate Board meetings, executive offsites, and recurring leadership cadences.
• Manage travel arrangements and logistics for CEO events as needed.

Managing & Organizing Electronic Files

• Build and maintain a clear, intuitive folder structure across cloud storage.
• Organize and safeguard confidential records, corporate documents, NDAs, board materials, and contracts.
• Apply consistent naming conventions, versioning, and access permissions to keep documents easy to find and secure.
• Maintain a board portal / corporate document repository so executives can find what they need on demand.

Additional Executive Support

• Partner closely with the CEO and Co-Board Chair on communications, calendaring, NDA management, and corporate document management.
• Draft and edit correspondence, memos, and documents as needed.
• Support the broader executive team on ad-hoc requests.
• Proactively identify and resolve issues to keep operations running smoothly.

Qualifications:

• 5+ years supporting C-level executives, preferably in dynamic, fast-paced environments.
• Proven track record managing complex inboxes and calendars for senior leaders.
• Strong document and file-management discipline — naming conventions, folder hierarchy, version control.
• Excellent written and verbal communication skills.
• High level of discretion, professionalism, and judgment with confidential information.
• Proficiency in Microsoft Office Suite and cloud-based file storage (Google Drive, SharePoint, or OneDrive).
• Ability to adapt to shifting priorities and anticipate executive needs
• AI & automation fluency — demonstrated ability to use AI tools thoughtfully (e.g., drafting, summarization, meeting prep) to work smarter and create leverage for executives.
• Workflow design — experience building or improving workflows and automations that drive efficiencies across the organization.
• Familiarity with tools like ChatGPT, Claude, Zapier, Make, Notion AI, or similar.
• Experience in solar, renewables, or supply-chain environments.

Salary & benefits:

It’s not just about our growth, but yours as well. We offer a highly competitive salary and benefits, along with several perks you might not expect from a small company.

• Competitive compensation
• PTO, sick days, mental health days, and paid holidays
• Minimal travel
• 401(k) with employer match
• Employee Assistance Program (EAP) support
• Employee discounts and referral bonuses
• Professional development and volunteer time off

About Kinect Solar:

Kinect Solar is the industry’s leading supply‑chain partner helping customers manage, move, and monetize solar equipment with greater speed and confidence. Based in Austin and serving customers nationwide, we work with leading manufacturers, developers, and EPCs to streamline inventory management, accelerate the movement of critical equipment, and deliver fast, accurate logistics support that keeps projects on schedule.

Our early growth earned national recognition as the #162 fastest‑growing private company on the 2019 Inc. 500 list. Since then, we’ve evolved into a trusted partner for enterprise‑scale organizations seeking transparent, reliable, and financially aligned solutions for sourcing, storage, transportation, and secondary‑market sales.

At Kinect Solar, our mission is simple: remove friction from the solar supply chain so our partners can operate more efficiently, reduce risk, and keep critical projects moving.

About this role

Where you fit in, the impact you’ll make, and the team you’ll join.