We are looking for a highly organized and proactive Hybrid Executive Assistant to provide comprehensive administrative support to senior executives. This role combines traditional executive assistant duties with the flexibility of working both in-office and remotely. You will handle a wide range of responsibilities, from scheduling meetings and managing correspondence to overseeing projects and ensuring smooth day-to-day operations.
Key Responsibilities: 1. Administrative Support: Manage executive calendars, schedule meetings, and coordinate travel arrangements.Screen calls, emails, and inquiries, responding on behalf of executives when necessary.Prepare and organize documents, reports, and presentations for meetings.Draft and proofread communications and documents. 2. Quotation Preparation and Procurement: Prepare, send, and track quotations for clients in the solar energy and construction industries.Support procurement processes by sourcing vendors, obtaining competitive bids, and negotiating contracts.Maintain records of orders, deliveries, and invoices, ensuring accuracy in procurement documentation. 3. Financial Support: Assist in financial reporting, budget tracking, and expense management.Collaborate with the finance team on invoice processing and payment schedules.Ensure the accuracy of financial documents and help with monthly and quarterly financial reviews. 4. Industry-Specific Knowledge: Utilize your knowledge of the solar energy and construction sectors to support industry-specific projects and tasks.Collaborate with relevant departments to ensure that procurement and financial tasks align with industry regulations and best practices. 5. Project Management: Oversee and monitor the progress of projects, ensuring deadlines are met.Assist in coordinating cross-functional teams on various projects related to solar energy or construction. 6. Client and Stakeholder Relations: Act as a point of contact for clients and vendors, ensuring smooth communication and handling of any inquiries or issues.Foster relationships with key stakeholders in the solar and construction industries. Qualifications and Skills: Graduate of Bachelor's degree in Business Administration, Finance, or related field.With 3-5 years of experience as an Executive Assistant with exposure to procurement and finance.Prior experience in the solar energy or construction industries is a plus.Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace) and communication tools (e.g., Slack, Zoom).Strong organizational, multitasking, and project management abilities.Ability to prepare and analyze financial documents.Familiarity with procurement processes and supplier negotiations. Preferred Qualifications: Experience supporting executives in the solar energy or construction sectors.Familiarity with financial tools and procurement software.Strong negotiation skills and experience managing vendor relationships.