Executive Assistant II (Hybrid - Oakland, CA; Orange, CA; Portland, OR - US)

Energy Solutions; Oakland (CA); Hybride; USD 85 000 - 115 000; Plein temps

Avantages offerts par ce poste

Medical insurance

Dental insurance

Vision insurance

ESOP

Retirement plan

Résumé du poste

Energy Solutions is seeking an Executive Assistant II to support senior leaders and keep executive operations running smoothly. You will manage complex calendars, coordinate travel, prepare materials, and track priorities in a fast-paced environment.

The role requires strong Microsoft Office skills, experience with ERP expense reporting, and excellent written communication. Hybrid work from Oakland, CA; Orange, CA; or Portland, OR with weekly in-office presence offered.

Qualifications

• A bachelor's degree.
• 3+ years of professional experience in administrative roles, including 3+ years providing direct executive support.
• Experience with time and expense reporting in an ERP system.
• Advanced proficiency with Microsoft Office (Outlook, PowerPoint, OneNote, SharePoint).
• Advanced proficiency with Slack, Monday.com, Zoom or similar tools.
• Working knowledge of PowerPoint and Excel for executive materials and tracking.
• Technical aptitude to learn new software quickly.
• Strong writing and proofreading for executive communications.
• Ability to coordinate across multiple time zones and schedule outside standard hours.

Responsabilités

• Coordinate, prioritize, and manage complex executive calendars across time zones.
• Screen and respond to email on behalf of the executive.
• Track action items, deliverables, and deadlines for timely completion.
• Support shifting priorities and real-time executive needs.
• Coordinate travel itineraries and logistics for executives.
• Prepare agendas, briefing materials, and presentations.
• Collaborate with other Executive Assistants for cohesive support.
• Prepare and reconcile expense reports per guidelines.
• Support special projects with task coordination and progress updates.
• Review workflows to improve organization and efficiency.

Connaissances

MS Office

Outlook

PowerPoint

Excel

SharePoint

Zoom

Slack

Monday.com

Time zone coordination

Email management

Formation

Bachelor's degree

Outils

ERP system

Slack

Monday.com

Zoom

PowerPoint

Excel

Outlook

SharePoint

Description du poste

Interested in joining a growing company where you will work with talented colleagues, enhance a supportive and energetic culture, and be part of the climate solution? At Energy Solutions, we focus on the big impacts. And we believe that market-based programs can be a powerful force to deliver large-scale energy, carbon, and water-use savings. Since 1995, we've harnessed that power to offer proven, performance-based solutions for our utility, government, and institutional customers.

Energy Solutions is seeking an Executive Assistant II to join a team of administrative professionals to support senior leaders and help keep executive operations running smoothly. In this role, you'll manage complex calendars across time zones, streamline communications, prepare executive materials, coordinate travel and meetings, track key priorities, and ensure important details never fall through the cracks.

This is an opportunity for someone who thrives in a fast-paced, mission-driven environment and enjoys being at the center of action. You'll serve as a key liaison across teams and stakeholders, handle sensitive information with professionalism and discretion, and anticipate executive needs.

If you're energized by solving problems, event planning, managing competing priorities, building trusted relationships, and making executives and teams more effective, this role offers the chance to make a meaningful impact every day at Energy Solutions.

The person filling this role will be required to work in a hybrid work environment from one of our offices in Oakland, CA; Orange, CA; or Portland, OR; and expected to be in the office a minimum of once a week.

Responsibilities include, but are not limited to:

• Coordinate, prioritize, and manage complex executive calendars across multiple time zones, resolving scheduling conflicts as needed.
• Screen, prioritize, and respond to email correspondence and incoming communications on behalf of the executive.
• Track, monitor, and follow up on key action items, deliverables, and deadlines to ensure timely completion.
• Adapt to shifting priorities by anticipating next steps and supporting real-time executive needs.
• Coordinate travel itineraries by planning, confirming, and adjusting logistics to support seamless executive travel.
• Prepare detailed meeting agendas, briefing materials, and presentations for internal and external meetings.
• Collaborate with other Executive Assistants to align priorities and ensure cohesive executive team support.
• Prepare, review, and reconcile expense reports and monthly statements in accordance with company guidelines.
• Support ongoing special projects by coordinating tasks, tracking progress, and sharing updates.
• Review executive workflows and identify opportunities to improve organization, efficiency, or communication.

Minimum Qualifications:

• A bachelor's degree.
• A minimum of 3 years of professional experience in related administrative roles (e.g., Administrative Assistant, Office Manager), including a minimum of 3 years providing direct executive support.
• Experience supporting time and expense reporting functions within an ERP system.
• Advanced proficiency in Microsoft Office, including Outlook, PowerPoint, OneNote, and SharePoint.
• Advanced proficiency with collaboration and conferencing tools such as Slack, Monday.com, Zoom, or similar platforms.
• Working knowledge of PowerPoint and Excel for preparing executive materials and tracking information.
• Technical aptitude to learn and adapt to new software platforms required for the role.
• Strong writing and proofreading skills for drafting and reviewing executive-level correspondence and materials.
• Ability to coordinate across multiple time zones and accommodate scheduling needs outside standard business hours when required.

The salary range for this role is $85,000 - $115,000/annually with a target compensation of $85,000 - $97,750/annually based on experience and qualifications.

Compensation is commensurate with experience and includes a generous retirement package. Energy Solutions provides an excellent benefits package including medical, dental and vision insurance, other pre-tax contribution plans and an Employee Stock Ownership Plan (ESOP).

AI Use

At Energy Solutions we believe in the importance of authentic interactions and equitable opportunities. We base our candidate selection on one's own skills, knowledge, and experience. To ensure the integrity and fairness of our interview process, the use of artificial intelligence (AI) tools (including Generative AI) or other means to generate or assist with responses during interviews is strictly prohibited. This practice supports our commitment to create a transparent and equitable space where skills, knowledge and experience can truly shine.

Equal Opportunity Employer

Energy Solutions is an affirmative action-equal opportunity employer and prohibits discrimination and harassment of any type. We afford equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristics protected by law. Energy Solutions conforms to the spirit as well as to the letter of all applicable laws and regulations.

Office Locations and a Remote Workforce

Energy Solutions operates as a predominantly remote workforce with offices in six different locations. Employees who reside within 40 miles of an office (except New York) will be assigned to that location, though in-office attendance requirements may vary by team. At this time, we are not accepting applications from candidates residing in the following states: Delaware, Kentucky, Mississippi, Montana, Nebraska, and North Dakota.

Background Check Information

Information will be requested to perform the compulsory background check. A drug screen and authorization to work in the U.S. indefinitely are preconditions of employment. Energy Solutions is an equal opportunity employer.

Reasonable Accommodations

Energy Solutions is committed to providing access and reasonable accommodation for individuals with disabilities. If you require accommodations in completing this application, interviewing, and/or completing any pre-employment testing, or otherwise participating in the employee selection process, please email [e-mail].

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