Executive Assistant to the CEO at OE Solar

Job Overview

We are seeking an experienced Executive Assistant to provide comprehensive administrative and operational support to our Chief Executive Officer. This role involves a blend of high-level administrative tasks, project coordination, and specialized support for renewable energy projects. As the Executive Assistant, you will play a key role in maintaining smooth day-to-day operations, supporting development initiatives, and ensuring effective communication across departments. This position requires a proactive and adaptable individual skilled in handling multiple priorities in a fast-paced environment, with a solid understanding of the renewable energy industry.

Key Responsibilities

Administrative Support

Manage executive calendars, schedule meetings, and coordinate travel arrangements. Prepare agendas, take meeting notes, and follow up on action items to ensure effective time management and smooth workflow.

Project Coordination

Assist in the planning, development, and implementation of renewable energy projects, including solar PV installations. Collaborate with internal teams and subcontractors to ensure project deadlines and deliverables are met. Support the preparation of project documentation, design updates, and compliance with project regulations.

Document Management and Compliance

Organize and maintain digital and physical filing systems, ensuring all project documents are accurate and updated. Track documentation submissions, obtain necessary signatures through Adobe Acrobat, and maintain confidentiality for sensitive information.

Cross-functional Communication

Serve as a central point of contact for internal and external communication, ensuring smooth information flow among departments and with clients. Facilitate project kickoffs, client meetings, and team discussions, providing summaries and follow-up.

Research and Data Analysis

Conduct research for project planning, including site audits, regulatory compliance, and industry-specific insights. Prepare detailed reports and summaries to support decision-making for project development and construction phases.

Vendor and Stakeholder Management

Coordinate with vendors, subcontractors, and utility providers to ensure project requirements are understood and met. Organize stakeholder meetings, track communications, and maintain strong relationships with key industry contacts.

Technical Documentation and Reporting

Prepare technical documents, reports, and presentations using Microsoft Suite, SharePoint, and specialized software. Compile and analyze data to produce summaries, charts, and presentations that aid in project planning and review.

Qualifications

• 3+ years of experience as an executive or administrative assistant, preferably in the renewable energy or construction industry.

• Proficiency in Microsoft Office Suite, Adobe Acrobat, Procore or Salesforce, SharePoint, and Excel.

• Exceptional organizational skills and the ability to manage multiple projects and priorities in a fast-paced environment.

• Strong written and verbal communication skills, with experience in technical reports and proposal writing.

• Ability to manage sensitive and confidential information with discretion and professionalism.

• Experience in managing budgets, invoices, and procurement is an asset.

• Adaptable and solution-oriented, with the ability to work independently and as part of a cross-functional team.

Preferred Skills

• Knowledge of the construction estimating and utility interconnection processes, and familiarity with NMPRC regulatory compliance in renewable energy.

• Analytical skills to support data-driven decision-making in project planning and reporting.

•• Background in renewable energy or solar PV projects is preferred.

•This is an opportunity for a seasoned Executive Assistant to make a significant impact on the efficiency and success of our projects and operations.

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