Executive Administrative Assistant

at  GreenKey Solar

EXECUTIVE ADMINISTRATIVE ASSISTANT - EMPOWERING CLEAN ENERGY INNOVATION

Building a cleaner, brighter future requires individuals who are ready to act with purpose and precision. As an Executive Administrative Assistant for our Portland office, you’ll be at the forefront of enabling clean energy innovation, supporting critical initiatives that drive sustainable progress and industry transformation. Your organizational expertise, proactive mindset, and commitment to excellence will empower our leadership team to focus on high-value activities that fuel exceptional growth in a high-impact industry.

ABOUT US:

We are a fast-growing renewable energy development company on a mission to revolutionize the sustainability landscape. Our work directly impacts the fight against climate change while fostering small business excellence. With an entrepreneurial spirit, a dedication to innovation, and a commitment to our core values, we’re building the future of clean energy in the U.S.

QUALIFICATIONS:

We know that exceptional talent comes in many forms. If you resonate with our values and mission and have the skills to succeed in this role, we encourage you to apply.

• Experience: Proven track record in administrative or Office Manager roles, ideally within a fast-paced or entrepreneurial environment.
• Skills: Expertise in calendar management, written and verbal communication, and organization; proficiency with tools like Google Drive, Egnyte, and Smartsheet is a plus.
• Mindset: Resourceful, adaptable, and committed to excellence. You thrive in dynamic environments and handle multiple tasks with ease.
• Creativity: You bring a creative eye to problem-solving and event planning.
• Passion for Sustainability: You are inspired by the opportunity to contribute to clean energy and small business success.

Job Type: Full-time
Pay: $60,000.00 - $80,000.00 per year

Benefits:

• Health insurance
• Paid time off
• Retirement plan

Schedule:

• Monday to Friday

Work Location: Hybrid remote in Portland, OR 9722

YOUR RESPONSIBILITIES:

CEO Support:

• Manage the CEO’s inbox, prioritize communications, and streamline correspondence to maximize productivity.
• Organize/bucket gmail inbox in part by creating “Labels”
• Schedule and coordinate the CEO’s calendar, ensuring alignment with priorities and deadlines.
• Prepare meeting agendas, take notes during executive meetings, and follow up on action items to ensure nothing falls through the cracks.
• Coordinate travel arrangements, including flights, accommodations, and itineraries, to ensure seamless execution of trips.
• Anticipate the CEO’s needs by proactively identifying potential scheduling conflicts, required materials, or outstanding commitments.
• Personal needs - help schedule various personal appointments and solve needs on the home-front

Operational Excellence:

• Oversee the smooth operation of the office by identifying and addressing maintenance or service needs proactively.
• Identify and manage 3rd party vendors that are necessary to ensure the smooth operation of the office.
• Make sure office supplies are replenished and readily available for team members.
• Support onboarding for new hires (both in office and remote) by procuring computers, software, office supplies, and other essentials to ensure a smooth start.
• Plan and organize team events and retreats.
• Coordinate weekly team lunches.
• Coordinate printing for public hearings, mail logistics (incoming/outgoing), and generally taking on any administrative tasks that arise for different departments.
• Organize and manage internal communications, ensuring team members are informed about updates, events, and important initiatives.

Culture & Team Support:

• Oversee company swag inventory and décor for new and existing office spaces.
• Help coordinate employee recognition programs and celebrations, such as birthdays, anniversaries, or milestones.
• Act as a cultural ambassador, fostering a positive and collaborative environment in the office and during team events.
• Help create and manage an employee handbook.

Process Improvement:

• Develop and refine workflows and processes, continuously improving operational efficiency across the business.
• Create and maintain an internal knowledge base or manual for administrative processes to support continuity and scalability.
• Proactively identify inefficiencies or gaps in current systems and suggest actionable improvements.
• Facilitate cross-functional coordination between departments to ensure smooth transitions for projects and initiatives.

We know that exceptional talent comes in many forms. If you resonate with our values and mission and have the skills to succeed in this role, we encourage you to apply.

• Experience: Proven track record in administrative or Office Manager roles, ideally within a fast-paced or entrepreneurial environment.
• Skills: Expertise in calendar management, written and verbal communication, and organization; proficiency with tools like Google Drive, Egnyte, and Smartsheet is a plus.
• Mindset: Resourceful, adaptable, and committed to excellence. You thrive in dynamic environments and handle multiple tasks with ease.
• Creativity: You bring a creative eye to problem-solving and event planning.
• Passion for Sustainability: You are inspired by the opportunity to contribute to clean energy and small business success