Administrative Assistant

Ideematec Deutschland GmbH•Scottsdale, AZ

6d•Hybrid

About The Position

Ideematec, Inc. is seeking a detail-oriented and organized Administrative Assistant to join our team. This role will be pivotal in supporting our administrative operations, with a focus on handling accounting tasks and assisting with marketing initiatives. The ideal candidate will thrive in a fast-paced environment, possess strong multitasking abilities, and have a keen eye for both financial accuracy and marketing strategies. You will work closely with all departments and report to the Business Operations Director.

Requirements

Bachelor’s degree in business administration, marketing, or a related field (or equivalent experience)
0–2 years of administrative, office support, or coordination experience
Strong organizational skills and attention to detail
Ability to multitask and prioritize in a fast-paced environment
Basic understanding of accounting principles (AP/AR, invoicing, expense tracking)
Proficiency in Microsoft Office (especially Excel and Word)
Strong communication skills and professionalism
Ability to handle confidential information responsibly
Proactive mindset with a willingness to learn and grow
Interest in renewable energy and the solar industry

Nice To Haves

Familiarity with marketing support tasks and social media platforms is a plus
experience with accounting software (e.g., QuickBooks) is a plus

Responsibilities

Assist with accounts payable and receivable processes, including invoice and expense report processing
Support maintenance of accurate financial records and documentation
Help track expenses and assist with budget monitoring activities
Assist with account reconciliations and financial data entry
Regularly coordinate with international accounting teams as needed
Provide day-to-day administrative support to office operations and executive staff, including the CEO
Assist with scheduling meetings, managing calendars, organizing team events and travel
Act as a point of contact for internal teams, vendors, and external partners
Maintain office supply inventory and coordinate orders Scottsdale and Texas offices
Support onboarding logistics, including workspace setup and equipment coordination
Help ensure a well-organized, professional, and efficient office environment
Assist with marketing campaigns and initiatives
Help organize conferences, trade shows, and company events
Support preparation of marketing materials, presentations, and reports
Maintain and update social media platforms
Coordinate with the international marketing team related to events and initiatives
Maintain accurate records and organize physical and digital documentation
Assist in preparing reports, presentations, and internal communications
Compile data and support reporting activities across departments
Ensure proper handling of confidential information