We are seeking an organized, discreet Executive Assistant / Office Administrator to keep our Austin, TX office running and provide direct executive support to the CEO. The ideal candidate has three or more years of experience as an executive assistant, office administrator, or office manager, is highly proficient in Microsoft 365, and can balance an executive's priorities with a team's day-to-day requests while working independently.
This hands-on, in-office role covers calendars, travel, meetings, correspondence, and office operations, plus receipt management, mail handling, crew lodging, company-vehicle readiness, and vendor setup. This is a part-time, hourly position (20 hours per week, weekdays) paying $20.00 – $30.00 per hour, depending on experience.
Join our team as we expand into solar projects across Texas, Arizona, and beyond. As part of one of the nation's fastest-growing and most innovative energy companies (Inc. 500), you'll be the person who keeps our leadership and Austin office team moving.
WHAT YOU'LL DO
- Manage the CEO's calendar; schedule and confirm meetings, resolve conflicts, and protect time for priorities, with scheduling support to the Austin office team as needed.
- Book and manage travel (flights, lodging, rental cars), prepare itineraries, and reconcile travel expenses.
- Prepare agendas, take and distribute meeting minutes, and track action items to completion for leadership and quarterly meetings.
- Draft, proofread, and format correspondence, memos, and presentations; screen and route calls, email, and visitors; handle confidential legal, financial, and client matters with full discretion.
- Serve as first point of contact for the Austin office: greet visitors, manage deliveries, order supplies, manage office-service vendors, and coordinate lunches, events, mail, shipping, and IT support tickets.
- Maintain filing systems, document retention, and shared SharePoint / OneDrive folders.
- Collect, organize, and file receipts for company purchases and credit-card charges; match receipts to statements and submit organized packets to accounting on the monthly close schedule.
- Manage the office mailbox and P.O. box daily; log checks and time-sensitive notices and route them the same day; prepare outgoing mail, courier packages, and certified mailings.
- Book and manage crew houses and short-term lodging for field crews; keep the company vehicle clean, fueled, serviced, and ready; coordinate equipment and truck rental quotes and returns at the Project Manager's request.
- Collect W-9s and certificates of insurance from new vendors and subcontractors, confirm COIs meet requirements, and set up new vendors with Accounting.
- Maintain contact lists, org charts, the company calendar, and standard templates, forms, and letterhead; coordinate company-wide announcements as directed.
- Use company-approved AI tools (such as Claude and Microsoft Copilot) every day to draft correspondence, summarize meetings, manage scheduling and travel, and automate routine administrative work, following the company AI policy (IT-POL-001 Using Claude AI) and keeping confidential data inside approved systems.
Requirements
- Three or more years of experience as an executive assistant, office administrator, or office manager; construction, engineering, or field-services experience preferred.
- Proficient in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint, OneDrive); experience with DocuSign or Procore a plus.
- Required: daily, hands-on use of AI tools (such as Claude or Microsoft Copilot) to draft, summarize, schedule, and automate routine work, and the ability to learn new AI tools as the company adopts them.
- Excellent written and verbal communication; strong attention to detail and proofreading skills.
- Proven ability to balance an executive's priorities with a team's day-to-day requests, meet deadlines, and work independently with minimal supervision.
- Demonstrated discretion with confidential information.
- High school diploma or equivalent required; associate or bachelor's degree preferred.
- Valid driver's license, clean driving record, and ability to pass a background check.
Benefits
- Competitive pay commensurate with experience ($20.00 – $30.00 per hour)
- Part-time schedule, 20 hours per week on weekdays