Office Manager
Prospect14 focuses on the scaled origination and development of renewable energy and energy storage projects in multiple markets in the United States. Since its inception, Prospect14 has originated approximately 5GWdc of solar and solar + storage projects.
Prospect14 is developing utility-scale and community solar energy projects across North America. We enable landowners, power purchasers, and later-stage project developers to participate in the rapid growth of the solar energy market.
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Position Overview
We are seeking an organized and proactive Office Manager/Executive Assistant (OM/EA) to support the day-to-day operations of our office and provide high-level administrative support to 2-3 executives. This hybrid role requires on-site presence with potential remote flexibility on designated days. The ideal candidate will excel in calendar and email management, travel coordination, event planning, and general office management, ensuring a seamless work environment for the team.
Key Responsibilities
- Executive Support
- Calendar Management
- Coordinate and manage complex calendars for 2-3 executives, ensuring alignment with priorities.
- Schedule meetings, appointments, and conference calls, accounting for time zones and executive preferences.
- Email Management
- Monitor and organize executive inboxes, flagging urgent matters, and drafting responses as needed.
- Maintain a high level of confidentiality when handling sensitive correspondence.
- Travel Arrangements
- Research, book, and confirm travel itineraries, accommodations, and transportation for executives.
- Prepare and organize travel documents, including itineraries and expense reports.
- Meeting Coordination
- Schedule, prepare materials, and set up for meetings.
- Record and distribute meeting minutes to relevant stakeholders.
- Office Management
- Office Operations
- Serve as the primary point of contact for office management tasks, ensuring a clean and functional workspace.
- Manage mail distribution, office supplies, and inventory.
- Liaise with vendors, service providers, and building management to address facility needs.
- Event Planning
- Organize and execute staff events, including team lunches, celebrations, and off-site activities.
- Coordinate meeting logistics such as room bookings, catering, and equipment setup.
- HR Support
- New Hire Coordination
- Assist HR by ordering and sending new hire gifts to arrive before their first day.
- Coordinate with IT and other teams to ensure all onboarding supplies are ready.
- Administrative Tasks
- Documentation and Record-Keeping
- Maintain and update office records, policies, and contact lists.
- Prepare meeting agendas, take detailed meeting minutes, and track action items.
- General Assistance
- Assist executives with ad hoc personal tasks and errands.
- Provide general administrative support to other departments as needed.
- Documentation and Record-Keeping
- New Hire Coordination
- Office Operations
- Calendar Management
Required Skills & Qualifications
- Proven experience in an Office Manager and/or Executive Assistant role.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (e.g., Slack, Zoom).
- Strong organizational and multitasking abilities with a keen attention to detail.
- Excellent communication and interpersonal skills.
- Discretion and professionalism when handling sensitive information.
- Ability to work on-site with flexibility for remote days as approved.
Preferred Qualifications
- Experience coordinating travel and event logistics for multiple executives.
- Familiarity with HR processes, such as onboarding and employee engagement.
- Bachelor's degree or equivalent experience.
- Work Environment
- This position requires on-site work at least [X days per week], with potential remote flexibility as approved by management.
- Collaborative and fast-paced work environment with opportunities for professional growth.
- Executive Support
Benefits
- Company sponsored medical, dental, and vision.
- Company sponsored short-term and long-term disability.
- 401k with company match.
- Unlimited paid time off.
- Company Paid Holidays
- Additional benefits in Prospect14’s highly competitive Package.
Equal Employment Opportunity
Prospect14 provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. We believe that a diverse team is a better team. The perspectives and experiences that people from different backgrounds bring to a company drive better decisions and improved results. Prospect14 is committed to a culture of inclusion and believes that diversity drives the best results.
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