Executive Administrator
: Job Details :

Join one of Rochester's Top Workplaces! We would love to welcome you to the team!Loyal to People. Loyal to Planet. GreenSpark Solar, loyal to people and planet, creates fiercely local, cost-effective, clean energy options in the Greater Rochester Community. We feel a huge responsibility to succeed at GreenSpark. As a B Corporation, success is directly tied to honoring our triple bottom line of commitments to people, the planet, and profits (providing capital to grow, revenue to share among our employees, and a return to our investors). It is important work that directly impacts our employees and their families, our customers, and the residents of the communities where we do business, along with our local and broader global environment, but we have fun doing it. Our workplace reflects our values - our office is directly powered by onsite wind turbines and solar panels, our fleet includes all-electric and hybrid vehicles, dogs roam the office, and we strive to be an unabashedly inclusive, diverse workplace.Our Core ValuesBelieve in PeopleKeep it RealFind JoyBe a LeaderWork Together We are looking for a detail-oriented and proactive Executive Administrator to support our CEO and executive team while overseeing daily office operations. In this dynamic role, you will manage administrative tasks, facilitate interdepartmental communication, and ensure the efficient functioning of our office environment.Essential Job Functions & Key Responsibilities: Executive Support:

• Manage the CEO's calendar, scheduling internal and external meetings, ensuring optimal time management.
• Draft, proofread, and organize documents, reports, and presentations for meetings or projects.
• Prepare meeting agendas, attend meetings, take detailed minutes, and track action items to ensure follow-up.

Project Coordination:

• Assist in the coordination of strategic initiatives and projects led by the CEO, ensuring timelines are met and stakeholders are informed.
• Support the CEO in managing cross-functional teams to execute key initiatives.
• Act as a liaison between the CEO and other departments, ensuring efficient communication and collaboration.

Communication Management:

• Serve as the first point of contact for internal and external inquiries directed at the CEO, filtering requests and prioritizing appropriately.
• Prepare internal communications on behalf of the CEO, ensuring messages are clear, concise, and aligned with organizational goals.

Travel & Event Planning:

• Arrange and coordinate the CEO's travel plans, including flights, accommodations, and ground transportation.
• Coordinate logistics for events, meetings, and conferences attended by the CEO, both internally and externally.

Strategic Partner to the CEO:

• Provide strategic insights and recommendations to the CEO based on meeting discussions, project updates, and organizational needs.
• Anticipate the CEO's needs, providing proactive support and solutions to help the CEO remain focused on high-level priorities.

Office Operations Oversight:

• Ensure smooth day-to-day operations of the CEO's office, including maintaining office supplies, equipment, and overall office functionality.
• Collaborate with facilities management to oversee the office environment, ensuring that all spaces are organized, functional, and meet the company's operational standards.

Vendor & Contractor Coordination:

• Manage relationships with external vendors, service providers, and contractors (e.g., cleaning services, security, office supplies) to ensure timely delivery of services and compliance with company policies.
• Negotiate contracts with vendors, manage office-related expenses, and ensure efficient office maintenance.

Health & Safety Compliance:

• Oversee and ensure compliance with health, safety, and environmental regulations in the office space. Coordinate with relevant teams to implement emergency procedures and maintain safety equipment.

Space Planning & Utilization:

• Assist in the planning and management of office space to optimize workflow, including seating arrangements, meeting room scheduling, and future space needs as the organization grows.
• Support any office renovation or relocation efforts, coordinating logistics, timelines, and communication with internal and external stakeholders

Office Event Planning:

• Organize and manage logistics for office-related events, such as company meetings, employee recognition events, or other office functions.
• Coordinate the setup of meeting rooms and common areas for internal and external meetings, ensuring all necessary equipment and materials are available.

Education & Qualifications:

• Bachelor's degree in Business Administration or a related field preferred.
• Experience in Executive Assistance: Minimum of 5+ years supporting C-suite executives, preferably a CEO or senior leadership.
• Project Coordination: Experience managing or coordinating projects, ideally within a fast-paced environment.
• Calendar & Email Management: Extensive experience managing complex calendars, scheduling meetings, and handling high-volume email communications.
• Meeting Facilitation: Proven experience in building agendas, taking meeting minutes, and coordinating follow-ups.
• Cross-functional Collaboration: Experience working with cross-departmental teams to facilitate communication and ensure smooth execution of initiatives.

Desired Skills and Abilities:

• Executive Support: Strong ability to manage executive-level responsibilities such as scheduling, communication, and administrative tasks.
• Project Management: Experience in coordinating and managing projects, ensuring timely execution, tracking progress, and collaborating with teams.
• Communication: Excellent verbal and written communication skills to draft agendas, meeting minutes, presentations, and executive-level correspondence.
• Time Management & Organization: Ability to manage multiple tasks, prioritize efficiently, and organize the CEO's day-to-day operations.
• Critical Thinking & Problem-Solving: Strong decision-making skills, with the ability to anticipate the needs of the CEO and resolve issues proactively.
• Attention to Detail: Keen eye for detail when preparing documents, presentations, and managing sensitive information.
• Interpersonal Skills: Ability to build relationships across various levels of the organization and work effectively in a collaborative environment.
• Confidentiality & Discretion: Ability to handle sensitive and confidential information with the utmost care.
• Technological Proficiency: Proficient in office management tools like Microsoft Office, Google Workspace, project management software (e.g., Asana, Trello), and virtual meeting platforms (Zoom, Teams).

Perks & Benefits:

• Annual salary range of $60,000-$80,000
• Weekly pay
• Quarterly bonus potential based on company performance
• 401(k) profit sharing plan
• Comprehensive Medical & Dental Insurance
• Flexible work schedule and hybrid work arrangements.
• 3 weeks of vacation in your first year, followed by flexible paid time off moving forward.
• 12 days of paid sick leave
• 8 paid company-wide closure days
• Wellness Week: Enjoy a paid collective week off for the entire company
• Company-issued cell phone or reimbursement
• Opportunities for professional growth through training and development programs
• Annual company retreat to foster team building and company culture
• Access to Employee Assistance Program (EAP) for confidential support and counseling services
• Pet-friendly work environment

GreenSpark Solar is an equal-opportunity employer committed to diversity in the workplace. We do not tolerate harassment or discrimination of any kind and seek to remove barriers and increase opportunities, access, and advancement for all people. Do not let historical barriers prevent you from jumping on this life-changing opportunity - reach out and ask questions if you have them - we are here!