Executive Assistant & Office Administrator

onenergy; Tysons (VA); On-site; USD 75,000 - 105,000; Full time

Job summary

ON.energy is seeking an experienced executive and office administrator to support two leaders, the SVP of Engineering and the VP of Project Finance, in Tysons, VA. You’ll guard calendars, coordinate travel, plan meetings across time zones, manage facilities, vendors, onboarding, and office events, and handle confidential material with discretion.

This on-site role demands a proactive, highly organized professional who can juggle competing priorities, staff requests, and occasional after-hours

Qualifications

• Bachelor's degree or equivalent experience.
• 5+ years supporting senior executives (VP level or above).
• 2+ years of hands-on office or facilities management experience.
• Excellent organization and ability to manage competing priorities.
• Clear, polished written and verbal communication.
• Proficiency with Microsoft 365 and ability to learn new tools quickly.
• On-site full-time with occasional after-hours for events/travel.

Responsibilities

• Executive support: manage calendars across time zones, protect focus time, run leadership operating rhythms, prepare materials for reviews and budget discussions, track deadlines and decisions to closure.
• Office administrator: keep the office running, plan meals, manage vendors, negotiate contracts, maintain supplies, welcome visitors, coordinate new-hire logistics, plan events, ensure health and safety compliance, space planning.

Skills

Executive support

Calendar management

Travel coordination

Vendor management

Communication

Education

Bachelor's degree

Tools

Microsoft 365

Job description

ON.energy is setting the standard for large load interconnection. ON's patented AI UPS™ is a medium-voltage UPS that serves as a firewall, protecting the data center from the grid, and the grid from the data center. With multiple gigawatts currently under construction, we are enabling grid-safe data centers.

About the role

You will be the right hand to two leaders, our SVP of Engineering and our VP of Project Finance, and the person who keeps our office running. On the executive side, you protect both executives' time, keep engineering and project finance leadership organized, and make sure commitments turn into follow-through. On the office side, you own the workplace: facilities, vendors, supplies, visitors, onboarding logistics and the events that bring the team together.This role suits someone who likes variety, anticipates needs before they are raised, and is comfortable switching between a board-prep deadline, a financing close and a broken badge reader in the same hour. You will work closely with engineering leaders, the project finance team, People/HR, Finance and IT.

What you'll do: executive support

• Own the calendars of the Engineering and Finance Leads across time zones: prioritize requests, resolve conflicts and protect focus time.
• Run the engineering leadership operating rhythm: staff meetings, 1:1s, quarterly planning sessions and all-hands. Capture decisions and action items and track them to closure.
• Support the VP of Project Finance: schedule and prepare recurring reviews with executives, R&D leadership and cross-functional teams (Accounting, Tax, Legal, Project Management); assemble materials for monthly business reviews and budget and portfolio discussions; and track deadlines, follow-ups and approvals to closure.
• Run the project finance leadership operating rhythm: staff meetings, 1:1s, quarterly planning sessions and all-hands. Capture decisions and action items and track them to closure.
• Plan domestic and international travel, including site visits to project locations, customer meetings and conferences; process expenses promptly and code them correctly.
• Coordinate hiring logistics for engineering and project finance with Recruiting: interview loops, candidate travel and offer-stage meetings.
• Handle confidential information, including personnel, financial, transaction and IP-sensitive material, with complete discretion.
• Support special projects as they arise, such as team offsites, customer visits and process improvements for the engineering and project finance teams.

What you'll do: office administrator

• Keep the office running day to day: facilities, maintenance requests, cleaning, security and access badges, mail and deliveries.
• Plan daily office meals and assist with travel and hotel accommodation.
• Be the main contact for the landlord, building management and office vendors; negotiate service contracts and track renewals.
• Manage office supplies, snacks and equipment inventory within an approved budget; reconcile invoices with Finance.
• Welcome visitors, customers and candidates, and make the office a place people are proud to bring guests.
• Coordinate new-hire logistics with People/HR and IT: desks, equipment, access and a smooth first day.
• Plan company events, team lunches and celebrations, and support offsites.
• Maintain health and safety basics: emergency procedures, first-aid supplies, fire drills and compliance postings.
• Support space planning, desk moves and any office expansion or build-out projects.
• Create and maintain simple office policies and a shared workplace guide so people know how things work.

Qualifications and requirements

• Bachelor's degree or equivalent experience.
• 5+ years supporting senior executives (VP level or above), including supporting more than one executive at a time, ideally in a technology, engineering, energy or finance company.
• 2+ years of hands-on office or facilities management experience.
• Exceptional organization and follow-through; you manage competing priorities without dropping details.
• Clear, polished written and verbal communication.
• Strong command of Microsoft 365 (Outlook, Teams, Excel, PowerPoint, SharePoint) and comfort learning new tools quickly.
• Sound judgment and discretion with confidential information.
• Ability to work on-site full-time and occasionally outside normal hours for events or travel.
• Familiarity with expenses, travel and procurement tools.
• Experience planning offsites or events for 50+ people.
• Exposure to project finance, banking or infrastructure transactions (closings, data rooms, signature packets) is a plus.

About the role

You will be the right hand to two leaders, our SVP of Engineering and our VP of Project Finance, and the person who keeps our office running. On the executive side, you protect both executives' time, keep engineering and project finance leadership organized, and make sure commitments turn into follow-through. On the office side, you own the workplace: facilities, ven