Senior Executive Assistant

Job description

ROLE SUMMARY The Executive Assistant role at Revamp supports the President by managing the day-to-day flow of time, information, and logistics so company leadership can stay focused on key priorities. This includes owning a complex, multi–time zone calendar; preparing meeting materials and context; triaging inbound communications; drafting messages on the President’s behalf; and coordinating travel, expenses, and completing time-sensitive local tasks and errands. Overall, the job ensures the President and key stakeholders are well-prepared, schedules and commitments stay aligned, and important work moves forward smoothly and professionally. As an employee-owner, you will have a personal stake in the business you support, and your work will make a direct contribution to supporting a mission-driven company dedicated to providing impactful renewable energy solutions. DUTIES & RESPONSIBILITIES: CORE FUNCTIONAL RESPONSIBILITIES • Manage a complex calendar across time zones, resolving conflicts and building in focus time, with the President making the final call on competing priorities. • Prepare the President for meetings with the right context, materials, and priorities in hand. • Book and manage complex domestic travel itineraries, and handle changes and disruptions in real time. • Triage inbound calls, voicemails, and messages, routing them to the right person and scheduling follow-up conversations where warranted. • Prepare and submit expense reports, including receipt capture, coding, and coordination with the Finance team. • Complete time-sensitive local errands and in-person tasks in the Oakland and greater bay area. • Flex into project and event support for the broader leadership team as bandwidth allows. • Draft and send communications on the President's behalf as needed • Coordinate personal logistics alongside business commitments, including family calendar coordination, appointments, and household vendors as needed. EVENT SUPPORT AND EXECUTION • Support management and leadership meeting logistics, including agendas and materials. • Assist with the logistics timeline for each event, tracking headcount, vendor commitments, and deadlines through to completion. • Coordinate with Operations and Finance on contracts, deposits, and vendor payments. CONFIDENTIALITY & RECORDKEEPING • Follow Revamp's expenses, travel, and procurement policies, and submit documentation complete and on time. • Handle highly confidential company, client, employee, and personal information with strict discretion. • Keep calendar records, contact information, and travel documentation accurate and current. COLLABORATION & COMMUNICATION • Serve as a point of contact between the President and clients and other outside parties. • Coordinate with the Finance team on expense submission and with Operations on office and event logistics. • Communicate scheduling decisions and changes clearly to internal and external stakeholders, including on short notice. • As needed, provide administrative support for additional members of the executive team. ADDITIONAL RESPONSIBILITIES • Perform essential duties including meeting deliverables and deadlines. • Perform additional related duties as assigned or directed. EXPERIENCE, KNOWLEDGE, SKILLS, & ABILITIES: REQUIRED • 5+ years supporting a founder, president, or C-suite executive. • Demonstrated ability to manage a complex calendar across time zones, resolving conflicts and protecting focus time. • Experience coordinating complex domestic travel and resolving itinerary changes as they happen. • Excellent written communication. • Demonstrated sound judgment with managing sensitive and confidential information. • Strong command of Microsoft 365, including Outlook and Teams. • Composure under shifting priorities, and a habit of flagging problems before they become urgent. • Based in or willing to commute to the Oakland area for a hybrid schedule of ~3 days per week on site, including the ability to come into the office or run area errands on short notice. • Availability during core hours of 9:00 AM to 3:00 PM Pacific, Monday through Friday with flexibility to be available outside of those hours as needed including occasional morning and evening availability. • Driving is an essential function of this role. Requires a valid driver's license, a reliable personal vehicle, and personal auto insurance meeting Revamp's minimum coverage requirements. Mileage and related vehicle expenses are reimbursed under Revamp's expense policy. • An acceptable motor vehicle record is required at hire and on a periodic basis thereafter PREFERRED • Associate's degree or higher. • Experience planning offsites, summits, or executive events. • Experience supporting more than one executive at a time. • Experience supporting a board of directors, including agendas and materials. • Interest in renewable energy or a mission-driven business. BENEFITS FOR FULL-TIME POSITIONS: • Participation in Revamp's Employee Ownership ESOP program. • Competitive compensation with bonus. • Full benefits package including 99% employer-paid health, vision, life, and dental insurance. • Medical, dependent care, and commuter FSA. • Monthly health and wellness stipend. • Attractive vacation, sick, and holiday pay. • Paid parental leave. • 401(k) savings plan with 100% match up to 6%, vested immediately. • Paid volunteer time off and charitable donation matching. ABOUT REVAMP: Founded in 2016, Revamp is the premier engineering design firm focused on large-scale renewable energy projects. We are committed to doing our part in the energy transition and providing a welcoming workplace for talented people ready to make a real difference fighting climate change. Since 2020, Revamp engineers have designed more than 10% of all solar generation capacity installed in the US. We are made up of a diverse group of mostly remote, US-based employees spanning from the East Coast all the way to The Aloha State of Hawaii! We are artists, singers, dancers, pastry chefs, outdoor enthusiasts, animal lovers, and travelers who embrace innovation and collaboration. For more information, visit our website at . ADDITIONAL DETAILS All offers of employment with Revamp Engineering Inc. are contingent on the completion of a background check. Revamp Engineering Inc. conducts these background checks in compliance with applicable federal and state laws. Applicants will be: 1) provided with appropriate written notice of the background check, 2) asked to authorize the background check before it is performed, and 3) provided the opportunity to obtain a free copy of any report obtained. Revamp Engineering Inc. is an equal opportunity employer committed to creating an inclusive workplace. We provide equal employment opportunities without regard to any status protected by applicable law. Revamp Engineering Inc. is committed to providing reasonable accommodations for candidates with disabilities. If you require an accommodation during the application or interview process, please contact us.