Executive Assistant II (Hybrid - Oakland, CA; Orange, CA; Portland, OR - US)

Energy Solutions•Portland, CA

40d•Hybrid

About The Position

Energy Solutions is seeking an Executive Assistant II to join a team of administrative professionals to support senior leaders and help keep executive operations running smoothly. In this role, you’ll manage complex calendars across time zones, streamline communications, prepare executive materials, coordinate travel and meetings, track key priorities, and ensure important details never fall through the cracks. This is an opportunity for someone who thrives in a fast-paced, mission-driven environment and enjoys being at the center of action. You’ll serve as a key liaison across teams and stakeholders, handle sensitive information with professionalism and discretion, and anticipate executive needs. If you’re energized by solving problems, event planning, managing competing priorities, building trusted relationships, and making executives and teams more effective, this role offers the chance to make a meaningful impact every day at Energy Solutions. The person filling this role will be required to work in a hybrid work environment from one of our offices in Oakland, CA; Orange, CA; or Portland, OR; and expected to be in the office a minimum of once a week.

Requirements

A bachelor's degree.
A minimum of 3 years of professional experience in related administrative roles (e.g., Administrative Assistant, Office Manager), including a minimum of 3 years providing direct executive support.
Experience supporting time and expense reporting functions within an ERP system.
Advanced proficiency in Microsoft Office, including Outlook, PowerPoint, OneNote, and SharePoint.
Advanced proficiency with collaboration and conferencing tools such as Slack, Monday.com, Zoom, or similar platforms.
Working knowledge of PowerPoint and Excel for preparing executive materials and tracking information.
Technical aptitude to learn and adapt to new software platforms required for the role.
Strong writing and proofreading skills for drafting and reviewing executive‑level correspondence and materials.
Ability to coordinate across multiple time zones and accommodate scheduling needs outside standard business hours when required.

Responsibilities

Coordinate, prioritize, and manage complex executive calendars across multiple time zones, resolving scheduling conflicts as needed.
Screen, prioritize, and respond to email correspondence and incoming communications on behalf of the executive.
Track, monitor, and follow up on key action items, deliverables, and deadlines to ensure timely completion.
Adapt to shifting priorities by anticipating next steps and supporting real-time executive needs.
Coordinate travel itineraries by planning, confirming, and adjusting logistics to support seamless executive travel.
Prepare detailed meeting agendas, briefing materials, and presentations for internal and external meetings.
Collaborate with other Executive Assistants to align priorities and ensure cohesive executive team support.
Prepare, review, and reconcile expense reports and monthly statements in accordance with company guidelines.
Support ongoing special projects by coordinating tasks, tracking progress, and sharing updates.
Review executive workflows and identify opportunities to improve organization, efficiency, or communication.