Executive Assistant & Office Administrator

ON.energy is setting the standard for large load interconnection. ON’s patented AI UPS™ is a medium-voltage UPS that serves as a firewall, protecting the data center from the grid, and the grid from the data center. With multiple gigawatts currently under construction, we are enabling grid-safe data centers. 

About the role

You will be the right hand to two leaders, our SVP of Engineering and our VP of Project Finance, and the person who keeps our office running. On the executive side, you protect both executives' time, keep engineering and project finance leadership organized, and make sure commitments turn into follow-through. On the office side, you own the workplace: facilities, vendors, supplies, visitors, onboarding logistics and the events that bring the team together.

This role suits someone who likes variety, anticipates needs before they are raised, and is comfortable switching between a board-prep deadline, a financing close and a broken badge reader in the same hour. You will work closely with engineering leaders, the project finance team, People/HR, Finance and IT.

What you'll do: executive support

• Own the calendars of the Engineering and Finance Leads across time zones: prioritize requests, resolve conflicts and protect focus time.
• Run the engineering leadership operating rhythm: staff meetings, 1:1s, quarterly planning sessions and all-hands. Capture decisions and action items and track them to closure.
• Support the VP of Project Finance: schedule and prepare recurring reviews with executives, R&D leadership and cross-functional teams (Accounting, Tax, Legal, Project Management); assemble materials for monthly business reviews and budget and portfolio discussions; and track deadlines, follow-ups and approvals to closure.
• Run the project finance leadership operating rhythm: staff meetings, 1:1s, quarterly planning sessions and all-hands. Capture decisions and action items and track them to closure.
• Plan domestic and international travel, including site visits to project locations, customer meetings and conferences; process expenses promptly and code them correctly.
• Coordinate hiring logistics for engineering and project finance with Recruiting: interview loops, candidate travel and offer-stage meetings.
• Handle confidential information, including personnel, financial, transaction and IP-sensitive material, with complete discretion.
• Support special projects as they arise, such as team offsites, customer visits and process improvements for the engineering and project finance teams.

What you'll do: office administrator

• Keep the office running day to day: facilities, maintenance requests, cleaning, security and access badges, mail and deliveries.
• Plan daily office meals and assist with travel and hotel accommodation.
• Be the main contact for the landlord, building management and office vendors; negotiate service contracts and track renewals.
• Manage office supplies, snacks and equipment inventory within an approved budget; reconcile invoices with Finance.
• Welcome visitors, customers and candidates, and make the office a place people are proud to bring guests.
• Coordinate new-hire logistics with People/HR and IT: desks, equipment, access and a smooth first day.
• Plan company events, team lunches and celebrations, and support offsites.
• Maintain health and safety basics: emergency procedures, first-aid supplies, fire drills and compliance postings.
• Support space planning, desk moves and any office expansion or build-out projects.
• Create and maintain simple office policies and a shared workplace guide so people know how things work.

Qualifications and requirements

• Bachelor's degree or equivalent experience.
• 5+ years supporting senior executives (VP level or above), including supporting more than one executive at a time, ideally in a technology, engineering, energy or finance company.
• 2+ years of hands-on office or facilities management experience.
• Exceptional organization and follow-through; you manage competing priorities without dropping details.
• Clear, polished written and verbal communication.
• Strong command of Microsoft 365 (Outlook, Teams, Excel, PowerPoint, SharePoint) and comfort learning new tools quickly.
• Sound judgment and discretion with confidential information.
• Ability to work on-site full-time and occasionally outside normal hours for events or travel.
• Familiarity with expenses, travel and procurement tools.
• Experience planning offsites or events for 50+ people.
• Exposure to project finance, banking or infrastructure transactions (closings, data rooms, signature packets) is a plus.

  About the role

  You will be the right hand to two leaders, our SVP of Engineering and our VP of Project Finance, and the person who keeps our office running. On the executive side, you protect both executives' time, keep engineering and project finance leadership organized, and make sure commitments turn into follow-through. On the office side, you own the workplace: facilities, vendors, supplies, visitors, onboarding logistics and the events that bring the team together.

  This role suits someone who likes variety, anticipates needs before they are raised, and is comfortable switching between a board-prep deadline, a financing close and a broken badge reader in the same hour. You will work closely with engineering leaders, the project finance team, People/HR, Finance and IT.

  What you'll do: executive support

  • Own the calendars of the Engineering and Finance Leads across time zones: prioritize requests, resolve conflicts and protect focus time.
  • Run the engineering leadership operating rhythm: staff meetings, 1:1s, quarterly planning sessions and all-hands. Capture decisions and action items and track them to closure.
  • Support the VP of Project Finance: schedule and prepare recurring reviews with executives, R&D leadership and cross-functional teams (Accounting, Tax, Legal, Project Management); assemble materials for monthly business reviews and budget and portfolio discussions; and track deadlines, follow-ups and approvals to closure.
  • Run the project finance leadership operating rhythm: staff meetings, 1:1s, quarterly planning sessions and all-hands. Capture decisions and action items and track them to closure.
  • Plan domestic and international travel, including site visits to project locations, customer meetings and conferences; process expenses promptly and code them correctly.
  • Coordinate hiring logistics for engineering and project finance with Recruiting: interview loops, candidate travel and offer-stage meetings.
  • Handle confidential information, including personnel, financial, transaction and IP-sensitive material, with complete discretion.
  • Support special projects as they arise, such as team offsites, customer visits and process improvements for the engineering and project finance teams.

  What you'll do: office administrator

  • Keep the office running day to day: facilities, maintenance requests, cleaning, security and access badges, mail and deliveries.
  • Plan daily office meals and assist with travel and hotel accommodation.
  • Be the main contact for the landlord, building management and office vendors; negotiate service contracts and track renewals.
  • Manage office supplies, snacks and equipment inventory within an approved budget; reconcile invoices with Finance.
  • Welcome visitors, customers and candidates, and make the office a place people are proud to bring guests.
  • Coordinate new-hire logistics with People/HR and IT: desks, equipment, access and a smooth first day.
  • Plan company events, team lunches and celebrations, and support offsites.
  • Maintain health and safety basics: emergency procedures, first-aid supplies, fire drills and compliance postings.
  • Support space planning, desk moves and any office expansion or build-out projects.
  • Create and maintain simple office policies and a shared workplace guide so people know how things work.

  Qualifications and requirements

  • Bachelor's degree or equivalent experience.
  • 5+ years supporting senior executives (VP level or above), including supporting more than one executive at a time, ideally in a technology, engineering, energy or finance company.
  • 2+ years of hands-on office or facilities management experience.
  • Exceptional organization and follow-through; you manage competing priorities without dropping details.
  • Clear, polished written and verbal communication.
  • Strong command of Microsoft 365 (Outlook, Teams, Excel, PowerPoint, SharePoint) and comfort learning new tools quickly.
  • Sound judgment and discretion with confidential information.
  • Ability to work on-site full-time and occasionally outside normal hours for events or travel.
  • Familiarity with expenses, travel and procurement tools.
  • Experience planning offsites or events for 50+ people.
  • Exposure to project finance, banking or infrastructure transactions (closings, data rooms, signature packets) is a plus.

For US-based roles - What you’ll get:

• Competitive salary + annual performance-based bonus eligibility
• Medical, dental, and vision insurance
• 401(k) with company match
• Paid time off and company holidays 

For Mexico-based roles - What you’ll get:

• Competitive salary + annual performance bonus eligibility
• Christmas Bonus (Aguinaldo): 30 days
• Major medical expenses and life insurance
• Paid time off and holidays (per local policy)

For all roles:

• Professional development and growth opportunities
• Opportunity to grow with a mission-driven team shaping the future of clean energy
• Equal Opportunity: ON.energy is committed to equal employment opportunity and to maintaining a work environment free of harassment, discrimination, or retaliation.
• Benefits vary by role and location and are subject to change.

Agency Notice: ON.energy does not accept unsolicited resumes from staffing agencies, search firms, or third-party recruiters. Resumes submitted without a fully executed Master Services Agreement (MSA) and a written request from an authorized member of our Talent Acquisition team will be considered the property of ON.energy. No placement fees or compensation will be paid for unsolicited candidate submissions.