Executive Assistant

Powin Energy - Portland, OR

Full-time - Executive

Portland, OR

Merchant Wholesalers, Durable Goods

About the position

The Executive Assistant at Powin Energy plays a crucial role in supporting two to three executives within a dynamic and fast-paced environment. This position is ideal for individuals who thrive on variety and are eager to contribute to an organization that is making a significant impact in the renewable energy sector. As a direct extension of the executive team, the Executive Assistant will engage in both high-level strategic initiatives and detailed administrative tasks, ensuring that the executives can operate efficiently and effectively. In this role, the Executive Assistant will be responsible for planning, coordinating, and managing the executives' schedules, ensuring that their time is respected and optimized. This includes acting as a gatekeeper and gateway, facilitating direct access to the executives while creating win-win situations for all parties involved. The position requires a broad range of administrative skills, including managing an active calendar, preparing expense reports, composing confidential correspondence, and arranging complex travel itineraries. The Executive Assistant will also compile documents for meetings and prioritize conflicting needs, demonstrating the ability to handle matters expeditiously and follow through on projects under deadline pressures. The Executive Assistant will expand the executives' capacity to engage with key stakeholders by building relationships and trust, effectively communicating as their proxy, and leading projects on their behalf. Confidentiality, professionalism, and efficiency are paramount in representing the executives and the organization. The role also involves extensive interaction with other staff and stakeholders, requiring sound judgment to reflect the executives' style and organizational policies. Additionally, the Executive Assistant will keep the executives informed of upcoming commitments and responsibilities, acting as a barometer for the organizational environment. The position may also involve planning and facilitating ad hoc projects as assigned, contributing to the overall benefit of the organization. This role is not just about administrative support; it is about being an integral part of a team that is dedicated to building a sustainable future through innovative energy solutions.

Responsibilities

• Plans, coordinates, and ensures the executive's schedule is followed and respected.
• Acts as a gatekeeper and gateway, creating win-win situations for direct access to the executive's time.
• Completes a broad variety of administrative tasks including managing an extremely active calendar and completing expense reports.
• Composes and prepares correspondence that is sometimes confidential.
• Arranges complex and detailed travel plans, itineraries, and agendas.
• Compiles documents for meetings and prioritizes conflicting needs.
• Handles matters expeditiously, proactively, and follows through on projects to successful completion, often under deadline pressures.
• Builds relationships and trust with key people, communicating as the executive's proxy.
• Represents the executive and team with confidentiality, professionalism, kindness, and efficiency.
• Acts as the primary liaison to the executive, interacting with staff and stakeholders both internal and external.
• Keeps executives well informed of upcoming commitments and responsibilities, following up appropriately.
• Plans, organizes, and facilitates any ad hoc projects as assigned.

Requirements

• Bachelor's degree or equivalent relevant experience.
• 5+ years' experience in an executive administrative role, with at least 2 years' experience supporting a C-Suite executive in a global corporate environment.
• Strong business acumen with a track record of success in gathering, analyzing, and organizing complex information.
• Ability to understand P&Ls, financial reports, manage a budget, and proficient in building reports in Excel.
• Fully proficient with Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Not easily flustered; operates well under stress and adapts to last minute or frequent changes in priorities/schedule.
• Strong adaptability, flexibility, and resourcefulness; ability to navigate and thrive in ambiguity.
• Expert level written and verbal communication skills; excellent interpersonal skills, tact, and discretion.