Executive Assistant

Who we are

Creating a planet fueled by reliable, affordable, clean energy isn’t what keeps us up at night; it’s what gets us out of bed. At Opus One Solutions, our software platform GridOS® helps us pursue solutions that will change how countries access, optimize and distribute electrical energy. From helping utilities optimize their operations when lots of homeowners are feeding solar energy into the electrical grid or charging electric vehicles, to setting up marketplaces to trade clean energy, we're powering a more sustainable future.

The opportunity

We are looking for a motivated and self-starting Executive Assistant (EA) to work with our Executive Leadership Team (ELT). Reporting to the Chief Operating Officer (COO) the EA will be responsible for administrative activities such as managing schedules, meeting preparation, communications of key executives, and supporting the business at large. Responsibilities include prioritizing emails, calls, meetings, and calendars, documenting meeting minutes, action items and ownership of follow-up requirements, gathering materials and building key documents to prepare for meetings and presentations. In addition, you will fully coordinate and support travel arrangements, team and corporate event planning, and meeting facilitation.

Who are you?

An experienced EA, who has successfully supported C-Suite Executives with years of experience and is looking for their next challenge in a fast pace, hyper-growth organization! You are a skilled planner, organizer and communicator who is highly effective, detailed oriented and always thinking two steps ahead. A forward thinker and exceptional influencer that can multitask and problem solve, while staying focused and organized. You have proven success in supporting special projects, designing, and producing complex documents, reports and presentations with exceptional relationship-building attributes to be able to collect, facilitate and effect gathering materials, action item follow-through and information both with internal and external parties.

What will our new Executive Assistant work on?

• Calendars and Schedules: Fully supporting the CEO and COO, with reduced support to other C-Suite executives, you will prioritize, schedule, and reschedule meetings while working with both internal and external parties to coordinate times, agendas, and meeting objectives. You will also act as a respectful gatekeeper to effectively managing the CEO and COO’s time, priorities, and business objectives. Additionally, you proactively identify and schedule timeslots for workspace, appropriate breaks, and forward planning to keep your leadership team on track to fulfill and complete any upcoming requirements or items.
• Travel and In-Person Meetings: Proficient at making sure everyone understands where they need to go and by when. Arrange all levels of basic and complex (local and international) travel plans and meetings. Our executive team is always on the road, and requires consistent, live support to keep things moving. You source out local venues, restaurants, and entertainment spots to secure reservations that meet ELT and their parties' needs within budget.
• Expenses: Accountable to create and submit ELT expenses monthly and/or in a timely manner. Work with finance and the ELT on any missing details or information required to successfully process the request.
• Meeting Management: Attend key meetings and implement your active listening and note taking skills to capture detailed meeting minutes, action items, timelines, and assigned ownership and communicate and distribute in a timely manner. Manage follow-up on action items to collect and compile updates and ensure completion follow through.
• Presence and Gravitas: Representing the voice of the ELT, respectfully gain cross-functional support through your exceptional professional presence, competence, and authenticity. You will build effective relationships and achieve buy-in through condiment communication to maximize efforts of others to achieve required outcomes for your role, C-Suite, and the business, all while conducting yourself with a humble manner.
• Problem Solving: Proactively identify risks, challenges or problems while independently implementing appropriate resolutions or present solutions for C-Suite decision making to drive effective outcomes.
• Corporate Meetings and Communication: Quarterly Town Halls, Monthly PowerUps!, Monthly Employee Newsletters and Companywide Communication. Schedule the meetings, build and collect materials for the presentations, coordinate presenters and participants, build agendas with ELT/SLT, support communication development, and work collaboratively with key ELT and SLT to successfully achieve the corporate communication objectives. You will play a key role in leading and driving requirements forward by keeping everyone organized, proactively planning for upcoming events, and executing on selected ELT topics that need to be addressed.
• Project Management and Event Planning: Taking full ownership of planning meetings, conferences, executive and strategic offsites and corporate parties. Occasionally coordinating meal and beverage support during back-to-back engagements to help support Executives throughout the day. This is where your organization, time management, planning, budgeting, multi-tasking, resourcefulness, fine attention to detail and follow-through will kick in.
• Technology and Tools: working with multiple software daily, this successful EA will have in-depth experience with Microsoft Office Suite (word, outlook, PowerPoint, Excel, One Note, Teams, and SharePoint) to effectively lead, build, manage and support schedules, note-taking and action item follow through, reporting, documentation, and PowerPoint decks.
• Administrative Scope: Accountable to manage the process of legal/documentation tagging required for eSignature for C-Suite. Lead and/or support office management duties and requirements, mail requirements related to FedEx/Purolator packing, and coordination of shipments and deliveries celebrating or acknowledging employees, customers or partners when required from ELT or the Company.
• Strategic Initiatives: Participate in selected key initiatives to support driving, facilitating, collecting updates, and managing requirements for strategic initiatives that drive the business forward. Play an influential role in building the process, managing updates, finding efficiencies, implementing governance, and reporting to help drive corporate objectives and outcomes.

We are looking for a motivated and self-starting Executive Assistant (EA) to work with our Executive Leadership Team (ELT). Reporting to the Chief Operating Officer (COO) the EA will be responsible for administrative activities such as managing schedules, meeting preparation, communications of key executives, and supporting the business at large. Responsibilities include prioritizing emails, calls, meetings, and calendars, documenting meeting minutes, action items and ownership of follow-up requirements, gathering materials and building key documents to prepare for meetings and presentations. In addition, you will fully coordinate and support travel arrangements, team and corporate event planning, and meeting facilitation.

Requirements

Here’s what you bring:

• Experience: You have supported a team of executives in a fast-paced, dispersed office environment for 3+ years. In your past roles, you have learned how to think on your feet, take direction and take initiative when the situation calls for it.
• Flexibility: Priorities change, and you are ready to tackle whatever comes next. You understand that emergencies happen outside business hours and can pivot to meet your team’s needs – whether it’s an urgently scheduled meeting or last-minute plane ticket.
• Technical Skills: An expert in everything Office365, you know your way around a calendar, a Word Doc, PowerPoint, or an Excel sheet. You love new technology and finding process improvements to make everything run more smoothly.
• Outstanding Communication and Interpersonal Skills: Our team is dispersed across North America, and you’ll need to communicate clearly and confidently to make yourself heard. You must have outstanding organizational and time management skills along with excellent verbal and written communication.
• Discretion and Confidentiality: You will be privileged to very confidential and highly sensitive conversations, initiatives, and corporate decisions. With this level of exposure and involvement it is expected that you operate at the most confidential and mature level to be able to manage and support highly sensitive content, conversations, and plans. You must operate as a trusted advisor that will always keep this information safe and locked away.

Benefits

Why join Opus One Solutions?

Opus One is on a mission to create intelligent, connected and sustainable energy ecosystems, towards a vision of a digitalized, decentralized and decarbonized planet. Our relentlessness and drive towards this is recognized by Deloitte’s Technology Fast 50 Program, Red Herring 100, CleanTech Group’s Global Cleantech Top 100, Fast Company, and many more.

Our leadership has assembled carefully selected teams with some of the best strategic visionaries - and executors - in technology and the clean energy space. We are all driven by one common goal: to accelerate the integration of clean and sustainable energy in North America and the world.

At Opus One Solutions we understand that not everyone develops their talent and hones their skills in a traditional way. Different paths and experiences are part of the diversity we know we need to succeed. If you feel you meet all or most of the qualifications we are seeking, take a chance and express your interest here.

Opus One Solutions welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.