Job Title: Solar Energy Company Administrative Executive
Job Summary: We are seeking a highly organized and efficient Administrative Executive to support our residential solar energy company’s operations. The Administrative Executive will manage office procedures, support various departments, handle correspondence, and ensure seamless daily operations. This role requires a strong attention to detail, excellent communication skills, and the ability to multitask in a fast-paced environment.
Key Responsibilities:
- Prepare proposals, quotes, contracts, or presentations for potential solar customers.
- Provide customers with information like quotes, orders, sales or warranties.
- Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the office of the Executive Director.
- Organize and schedule meetings and appointments, managing calendars for executive staff.
- File and retrieve documents and reference materials.
- Conduct research, collect data, and prepare papers for consideration and presentation by executives.
- Manage and maintain executives' schedules and appointments
- Arrange and coordinate meetings and events.
- Answer and manage incoming calls and respond to inquiries.
- Record, transcribe, and distribute minutes of meetings.
- Monitor, screen, respond to, and distribute incoming communications.
- Liaise with internal staff at all levels.
- Interact with external clients and partners.
- Coordinate project-based work.
- Review operating practices and implement improvements where necessary.
- Oversee and supervise the administrative department's workflow.
- Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time.
- Manage executive office budget, ensuring accurate and timely reporting.
- Provide general administrative support to the executive team.
Qualifications:
- Diploma/Degree Equivalent.
- Proven experience as an administrative executive or senior administrative assistant.
- Knowledge of office management systems and procedures.
- Excellent time management skills and ability to multi-task and prioritize work.
- Attention to detail and problem-solving skills.
- Excellent written and verbal communication skills.
- Strong organizational and planning skills.
- Proficient in MS Office and familiar with accounting software.
- Knowledge of clerical practices and procedures.
- Knowledge of human resources management practices and procedures.
- Knowledge of business and management principles.
Preferred Skills:
- Experience in the solar energy industry or a related field.
- Project management experience.
- Ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
- Sensitivity to confidential matters is required.
Work Conditions:
- Office environment; may require extended hours to accommodate deadlines or special meetings.
