Executive & Office Administrator

Voltera; New York (NY); Hybrid; USD 90,000 - 115,000; Full time

Benefits offered by this job

Annual bonus

Equity compensation

Health, dental, & vision insurance

401(k) with company matching

Unlimited vacation

Job summary

Voltera is hiring an Executive & Office Administrator to support the CEO and Executive Leadership Team from our Brooklyn office. You will manage day-to-day operations, complex calendars, and coordinating meetings and events for a fast-moving organization.

The role requires 5+ years in office management or executive support, strong coordination skills, and proficiency with Microsoft 365. Hybrid in Brooklyn with 3+ days in the office per week, plus travel for key meetings as needed.

Qualifications

• 5+ years in office management or executive support.
• Experience coordinating senior leadership calendars and meetings.
• Experience coordinating large events and All Hands gatherings.
• Strong organizational skills with attention to detail.
• Proactive, service-oriented mindset and discretion.

Responsibilities

• Own day-to-day operations of Voltera's Brooklyn office, ensuring a welcoming, organized space.
• Manage executive scheduling, meetings, and travel logistics for the CEO and SLT.
• Coordinate All Hands meetings, team events, and offsites with the People Team.
• Prepare conference rooms and materials for meetings and events.
• Support building management and vendors, and oversee mail and shipments.
• Partner with IT, Security, Finance and People to smooth employee experience.
• Perform additional administrative and office operations duties as needed.

Skills

Office administration

Executive support

Calendar management

Event planning

Vendor management

Microsoft 365

Tools

Microsoft 365

Job description

Our collective future depends on carbon-free transportation. To forge that future, Voltera develops, owns, and operates the infrastructure that enables companies to succeed at scale with zero-emission vehicles. We're looking for innovative, people-first team members who understand that culture is critical in our effort to positively impact the world's transition to a carbon-free transportation future.

Voltera is looking for a highly organized, proactive, and service-oriented Executive & Office Administrator to provide high-level administrative support to our CEO and Executive Leadership Team while keeping our Brooklyn office running smoothly.

This role will oversee day-to-day workplace operations, manage complex executive scheduling and meeting logistics, and partner with the People Team on company-wide events and offsites. The ideal candidate is a resourceful self-starter who anticipates needs, communicates effectively, and brings strong organization and follow-through to a fast-moving environment.

WHAT YOU'LL DO:

• Own the day-to-day operations of Voltera's Brooklyn office, ensuring the space is organized, welcoming, stocked, and ready for employees and visitors.
• Manage incoming and outgoing mail and packages, including sorting, distributing, filing, and coordinating shipments as needed.
• Coordinate office lunches, catering, snacks, supplies, repairs, and other workplace needs; serve as the primary contact for building management and office vendors.
• Prepare conference rooms and shared spaces for executive, Board, customer, candidate, and company-wide meetings, including coordinating materials, technology, catering, and day-of logistics.
• Support the Executive Leadership Team, including owning and managing the CEO's calendar, prioritizing requests, coordinating travel, and scheduling internal and external meetings.
• Partner with the People Team to coordinate All Hands meetings, team events, employee engagement activities, new-hire onsite logistics, and company offsites, including venues, travel, meals, materials, attendee tracking, and onsite support.
• Maintain workplace calendars, trackers, files, and documentation; identify opportunities to improve office processes and partner with People, IT, Security, Finance, and other teams to support a seamless employee experience.
• Perform additional responsibilities as assigned.

MUST-HAVE:

• 5+ years of experience in office management, workplace operations, executive assistance, administrative support, People Operations, or a similar role.
• Experience supporting senior executives and coordinating complex calendars, meetings, and event logistics.
• Experience coordinating Board meetings, company offsites, All Hands meetings, or other large-scale employee events.
• Strong organizational and project management skills, with exceptional attention to detail and reliable follow-through.
• A proactive, service-oriented approach and the ability to anticipate needs, identify gaps, and take ownership with limited direction.
• Excellent written and verbal communication skills, with the judgment and professionalism to work with employees, executives, Board members, and external partners.
• Ability to manage multiple priorities, adapt quickly as needs change, and handle confidential or sensitive information with discretion.
• Proficiency with Microsoft 365, including Outlook, Word, Excel, and PowerPoint.
• Ability to work from Voltera's Brooklyn office at least three days per week, with additional onsite availability for key meetings and events.

NICE-TO-HAVE:

• Experience working in a fast-paced, growing, or entrepreneurial organization.
• Familiarity with workplace access, visitor management, vendor management, or facilities-related processes.
• Experience supporting hybrid or geographically distributed teams.
• Interest in sustainability, transportation, energy, or climate technology.

LOCATION:

• Brooklyn, NY - Hybrid, with a minimum of three days per week in the office and additional onsite presence as needed for important meetings, events, or business needs.

COMPENSATION & BENEFITS:

The base compensation for this role is $90,000 to $115,000. Our total compensation and benefits package is designed to support employees both personally and professionally. It includes:

• Competitive base salary
• Annual bonus opportunity
• Incentive equity compensation
• Comprehensive medical, dental, and vision insurance
• 401(k) with company matching
• Unlimited vacation time
• 11 paid company holidays
• Monthly health and wellness stipend
• Monthly phone and internet stipend
• Electric vehicle incentive

Candidates must be legally authorized to work in the United States.

Voltera believes diversity - of thought, backgrounds, and experiences - affects all that we do, from our employees to the solutions we deliver. Our goal is to create an environment in which inclusion through diversity helps deepen the lives and work experience of our employees, enhances our innovation and creativity, and enriches our involvement in our communities. Voltera is an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin or ancestry, physical or mental disability, as well as any other category protected by applicable federal, state, or local laws.