Executive Assistant / Office Administrator

Eagle Creek Renewable Energy • Full-time • Bethesda, Maryland • 2m ago

About the Company
Founded in 2010, Eagle Creek Renewable Energy (ECRE) acquires, enhances, and operates hydroelectric power facilities across the United States. Today, Eagle Creek owns and operates 85 facilities across 18 states, with a nearly 700 MW portfolio that provides reliable, low-carbon power to more than 260,000 homes.

Eagle Creek is committed to creating long-term value for its stakeholders and the communities it serves through a focus on safety, integrity, innovation, diversity, and stewardship. Through strategic investments, operational excellence, and continued growth, the company aims to expand its renewable energy platform and play a meaningful role in the transition to a cleaner, more sustainable energy future.

Summary of the Position
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.

Main 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.

Education & Experience Requirements
Required:

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.

Preferred:

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.

Competencies
The successful candidate should demonstrate the following competencies:

Communication: Ability to communicate clearly and effectively with relevant audiences.
Collaboration: Ability to work effectively with colleagues, teams, customers, or partners.
Problem Solving: Ability to analyze issues, identify solutions, and exercise sound judgment.
Organization: Ability to prioritize tasks, manage deadlines, and maintain accurate work.
Adaptability: Ability to adjust to changing priorities, processes, or business needs.
Accountability: Ability to take ownership of responsibilities and deliver expected results.

Physical Requirements
The physical requirements described below represent those that are necessary for an employee to successfully perform the essential functions of this position.

Ability to sit, stand, walk, and/or move throughout the work schedule
Ability to lift and carry up to 10lbs., as applicable
Ability to frequently or occasionally bend, stoop, reach, climb, or kneel, as applicable
Ability to use a computer, telephone, and other standard office or job-related equipment
Ability to maintain visual and auditory attention sufficient to perform essential job functions

Supervisory Responsibilities
This position does not have direct supervisory responsibilities.

Travel Requirements
This position requires no travel as part of the job responsibilities.

Work Schedule Requirements
The typical work schedule for this position is Monday–Friday, 8:30 a.m.–5:00 p.m. This position is hybrid with 1-day working remotely and may require:

Occasional evening or weekend work
The schedule and work hours may be adjusted based on organizational needs and the requirements of the position

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.

Equal Employment Opportunity
Eagle Creek Renewable Energy, LLC is an equal opportunity employer. We are committed to providing reasonable accommodations for qualified individuals with disabilities throughout the application and employment process.

Please note: Application-related communications will be sent through JazzHR on behalf of Eagle Creek. After submitting your application, please monitor the email address associated with your application and check your SPAM, junk, or promotional folders to ensure you do not miss important communications from Eagle Creek regarding your application.