Hybrid Executive Assistant

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.