Executive Assistant / Office Administrator at Eagle Creek Renewable Energy LLC in Bethesda, MD

Job description

• The Executive Assistant / Office Administrator provides high-level, proactive support to the CEO while overseeing the efficient day-to-day administration of the corporate office. This role requires exceptional organization, judgment, discretion, responsiveness, and attention to detail, with the ability to anticipate executive needs, manage competing priorities, coordinate complex schedules and logistics, and ensure that important tasks and communications are handled promptly and professionally.
• The Executive Assistant / Office Administrator serves as a key point of coordination among the CEO, executive team, board members, employees, external stakeholders, vendors, and service providers. The ideal candidate is proactive, resourceful, service-oriented, and comfortable working independently while maintaining a high level of confidentiality and professionalism.

Responsibilities

• Executive Support
• Provide proactive, high-level administrative and coordination support to the CEO and executive leadership team.
• Maintain a high level of responsiveness, professionalism, discretion, and confidentiality in all communications and interactions.
• Anticipate executive needs related to calendars, meetings, travel, board activities, communications, and follow-up.
• Understand executive priorities and use sound judgment to determine what requires immediate attention, what can be handled independently, and what should be escalated.
• Keep the executive team informed through clear, timely, and appropriately concise updates.
• Screen, prioritize, and respond to or route incoming communications, including emails, phone calls, meeting requests, and other inquiries.
• Draft polished emails, correspondence, scheduling communications, meeting follow-ups, and routine communications on behalf of the CEO and executive team.
• Track open items and follow through to ensure important tasks, decisions, and commitments do not fall through the cracks.
• Serve as a professional liaison among the CEO, executive team, senior management, board members, employees, external stakeholders, and other key contacts.
• Handle confidential, sensitive, and proprietary information with a high degree of discretion.
• Prepare routine reports, correspondence, presentations, spreadsheets, and other administrative documents.
• Assist with document formatting, proofreading, editing, and quality control.
• Manage recurring administrative deadlines and ensure deliverables are completed accurately and on time.
• Calendar & Schedule Management
• Maintain accurate, complete, and well-organized calendars for the CEO
• Schedule and coordinate meetings, appointments, events, travel, board commitments, personal scheduling holds, and key deadlines as appropriate.
• Proactively identify and resolve scheduling conflicts and flag potential issues early.
• Regularly review upcoming calendars to identify gaps, conflicts, missing information, preparation needs, and opportunities to improve scheduling efficiency.
• Build appropriate buffers for travel, preparation, follow-up, transitions, and other logistical requirements.
• Ensure calendar entries contain useful information, including locations, meeting links, phone numbers, attendees, agendas, travel time, parking information, biographies, preparation materials, and relevant notes.
• Help determine appropriate meeting participants and ensure the right individuals receive timely invitations and relevant information.
• Provide meeting context, including purpose, agenda items, required decisions, preparation materials, and relevant background information.
• Travel Management
• Coordinate domestic and international travel for the CEO as needed.
• Book flights, hotels, rental cars, ground transportation, and other travel-related services.
• Manage travel preferences and ensure itineraries are organized and readily accessible.
• Prepare comprehensive travel itineraries and ensure calendars contain flight information, confirmation numbers, hotel details, transportation arrangements, addresses, meeting locations, and relevant contact information.
• Monitor flights and other travel arrangements for delays, cancellations, schedule changes, and disruptions.
• Troubleshoot travel issues quickly and proactively communicate changes or alternatives.
• Coordinate travel logistics with meetings, events, and other executive commitments.
• Board & Executive Meeting Support
• Support coordination of Board of Directors meetings, executive meetings, leadership meetings.
• Manage meeting invitations, attendance, scheduling, rooms, technology, catering, travel, materials, and logistical details.
• Coordinate board meeting agendas, board packets, board memos, presentations, reports, and related materials.
• Coordinate deadlines to ensure materials are accurate, polished, complete, and distributed on schedule.
• Maintain organized files for board materials, meeting notes, important communications, and reference documents.
• Communicate professionally and promptly with board members and other senior stakeholders.
• Prepare meeting rooms and materials and confirm logistical details sufficiently in advance to ensure meetings run smoothly.
• Executive Communications & Coordination
• Respond promptly and professionally to scheduling requests, meeting inquiries, correspondence, and other communications requiring follow-up.
• Maintain effective communication with the executive team regarding priorities, upcoming commitments, scheduling needs, and outstanding items.
• Coordinate information among internal and external stakeholders to ensure the right people have the right information at the right time.
• Draft and edit correspondence, presentations, reports, agendas, meeting materials, and other documents.
• Conduct research and assist with special projects and initiatives as requested by the CEO or executive team.
• Exercise sound judgment and common sense when handling competing priorities and sensitive matters.
• Office Administration & Management
• Oversee the efficient day-to-day administration of the corporate office.
• Liaise with building management regarding office space, maintenance, access, repairs, parking and other facilities issues.
• Drive timely resolution of urgent building or facilities issues and escalate matters when appropriate.
• Serve as the primary liaison with IT support and outside technology service providers.
• Monitor office supplies and place orders as needed.
• Help maintain a professional, organized, welcoming, and well-presented office environment.
• Coordinate office visitors, meeting rooms, and onsite logistics.
• Support the planning and execution of onsite and offsite meetings, company events, and executive functions.
• Coordinate catering, room setup, technology, materials, transportation, and other event requirements.

Requirements

• 5+ years of progressively responsible experience in executive assistance, administrative management, office administration, or a related field preferred.
• Demonstrated experience supporting a CEO, senior executive, executive team, or other senior leadership.
• Extensive experience with complex calendar management, travel coordination, meeting planning, and executive communications.
• Experience supporting board meetings, senior leadership meetings, or other high-level organizational functions preferred.
• Effective/polished written and verbal communication skills with the ability to communicate professionally with executives, employees, board members, vendors, and external stakeholders.
• Exceptional organizational skills and attention to detail.
• Ability to anticipate needs, manage competing priorities, and work effectively under time-sensitive conditions.
• Sound judgment, discretion, and ability to maintain confidentiality.
• Ability to work independently, take initiative, and follow through reliably.
• Extensive experience working with Microsoft Office, Google Workspace, calendar management systems, video conferencing platforms, and other standard business technology.
• Bachelor's degree preferred; equivalent relevant experience may be considered.
• Experience working in an engineering, environmental services or related firm
• Equivalent combinations of education, training, and experience may be considered where appropriate.

Skills

Required

• Communication
• Collaboration
• Problem Solving
• Organization
• Adaptability
• Accountability
• Microsoft Office
• Google Workspace
• Calendar management systems
• Video conferencing platforms

Benefits

• Eagle Creek offers a comprehensive benefits package designed to support the health, well-being, and professional development of our employees. Benefits may include:
• Medical, Dental, Vision, HSA, FSA, Commuter benefits, Voluntary Life, 401(k) match
• Competitive holiday & PTO schedule, including time off for community volunteering.
• Benefits eligibility may vary based on employment status, position, length of service, and applicable plan requirements.
• Salary disclosure: The anticipated salary range for this position is $90,000 - $110,000. Within the range, individual pay is determined by factors such as job-related skills, experience, relevant education or training, and work location. We are committed to fair and equitable compensation practices in compliance with all applicable state and local pay transparency laws.