Contract - Executive Coordinator - Electrify America

Electrify America is committed to revolutionizing the way people charge. As the country's largest open DC fast charging network, Electrify America is actively contributing to electrifying mobility today and building a more sustainable future.

At Electrify America, we value innovation, collaboration, and a commitment to sustainability. We strive to establish a diverse and inclusive workplace where employees can develop personally and professionally. As a team member at this rapidly growing company, you can work on state-of-the-art technology and join a team making a significant impact in the world. If you're interested in joining a dynamic, innovative company, Electrify America is a place where you can learn, grow, and make a difference!

Role Summary

The Executive Coordinator will provide administrative support for Electrify America's Vice President of Operations, Vice President of Technology, and Vice President of Legal & Government Affairs. The ideal candidate will have high emotional intelligence, strong multitasking skills, calm under pressure, high level of discretion, and extreme attention to detail. This role works closely with the leadership team and key internal and external stakeholders, acting as a bridge between the executive leaders and the organization. Core elements include executive support, team coordination, calendar management, domestic/international travel scheduling, expense management, and event planning. If you're a team player with a positive attitude who thrives in a people-forward role - come join us!

Role Responsibilities

Calendar & Meeting Management (40%)

• Proactively manage electronic schedules to ensure efficient time management, supporting internal and external stakeholder requests
• Schedule departmental meetings, prepare agendas, coordinate technology set up, take meeting minutes & ensure timely follow-up for tasks assigned to the team during meetings
• Ability to quickly synthesize messages and prioritize incoming requests
• Plan on site and off-site meetings including site selection, travel budget, meeting minutes & all meeting logistics & communications

Administrative Duties (35%)

• Proactively support executive team members with projects, tasks, and key issues as identified
• Serve as key administration hub for the teams to ensure business is running efficiently and effectively
• Be a culture champion. Under direction of executives, create and manage team culture activities
• Participate on a cross-functional team with other ECs in Electrify America
• Draft clear, concise written communication for internal and external audiences
• Manage team tools, track key department tasks, keep calendars updated
• Screen & route communication from both internal & external sources with discretion
• Manage time-sensitive document control between HQ office and project management team to ensure timely project execution (easements, permit applications, utility notices, Certificates of Insurance)
• Manage internal process tasks with timeliness and appropriate detail - prepare, track and follow-up on check requests, purchase requisitions, RFQs, KSRM and more, as required
• Help to maintain the HQ office as an inviting and productive space for team members, ensuring conference rooms, kitchen and other key on-site facilities are well-kept and functional.
• Maintain signature authorizations/deletions
• File and track IT & HR Requests
• Support onboarding of department new hires (order equipment, process forms for building access, etc.)
• Provide back-up administrative support for other executive team members, as required

Travel & Expenses (25%)

• Schedule domestic and international travel booking and changes
• Monitor departmental travel, verify need for travel & approve on behalf of the department
• Ensure travel details are tracked and leaders have advance itineraries, support and details needed
• Proactively troubleshoot travel changes
• Prepare, submit, track & approve expense reports; maintain appropriate record

Years of Relevant Experience

• 3-5 years of experience in administrative support, chief of staff or similar role

Education

• High School Diploma (required)
• Bachelor's Degree (desired)

General Skills

• Passion for organization
• Keen attention to detail
• Process-minded
• A sense of humor
• Enjoys working autonomously and actively on multiple projects
• Demonstrated ability to effectively prioritize and organize various deliverables
• Resource and time management
• Maintain security and confidentiality of sensitive information, data, and communications
• Analytical and conceptual thinking - using logic and reason, creative and strategic
• Exceptional communication skills - interpersonal, presentation, and written
• Computer savvy - skilled in the use of software
• Integration - joining people, processes, or systems
• Influencing and negotiation skills
• Problem solving and solution-oriented
• Team player

Specialized Skills

• Skilled in use of travel/expense system (Concur preferred)
• High proficiency with Microsoft Teams, Office Suite
• Experience booking international travel
• Administrative Assistant experience with executives in a fast-paced environment or start-up company (desired)
• Notary Public (desired)

Work Flexibility

• Full-time work schedule
• Hybrid role classification
• Ability to work overtime as needed
• 5% or less travel required

Electrify America is an Equal Opportunity Employer. We welcome and encourage applicants from all backgrounds, and do not discriminate based on race, sex, age, disability, sexual orientation, national origin, religion, color, gender identity/expression, marital status, veteran status, or any other characteristics protected by applicable laws.

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