Executive Assistant & Office Admin

Trench Group GmbH•Charlotte, NC

21h

About The Position

Executive Assistant & Office Administrator– HSP US (Charlotte, NC) Be part of building something extraordinary HSP US: Building the Future of Energy At HSP US, we are expanding rapidly to support high‑voltage innovation across the United States. As we grow our Charlotte operations, we’re looking for a highly organized, proactive, and polished Executive Assistant & Office Administrator to support our CEO and ensure smooth, efficient operations across the site. If you thrive in a fast‑paced environment where precision, communication, and coordination matter this is your opportunity to join a once‑in‑a‑generation startup operation and help shape the foundation of our administrative excellence. You will support executive leadership, manage complex scheduling, coordinate travel, oversee office operations, and help drive site‑wide community and engagement activities that strengthen culture and connection. Joining our team means being part of a startup environment where you help lay the foundation for operational excellence for years to come. What You Can Expect from HSP! Growth Opportunity: Influence administrative processes, communication standards, and engagement programs as we scale operations. Competitive Pay & Benefits: Strong compensation, bonus potential, full health coverage, and meaningful PTO including diversity days to celebrate what matters to you. Innovation in Action: Be part of a high‑performance environment where efficiency, clarity, and continuous improvement drive everything we do.

Requirements

3+ years of experience as an Executive Assistant, Office Administrator, or similar role.
Strong proficiency in Microsoft Office 365 (Outlook, Teams, Excel, PowerPoint, SharePoint).
Exceptional organizational skills and the ability to manage multiple priorities.
Strong written and verbal communication skills.
Experience coordinating events, engagement activities, or community programs.
Ability to work with discretion, professionalism, and confidentiality.
Comfortable in a fast‑paced, startup‑style environment.
Positive, proactive, and service‑oriented mindset.

Responsibilities

Manage complex calendars and high‑level scheduling across multiple time zones.
Coordinate CEO travel, itineraries, accommodations, and logistics.
Prepare executive‑ready reports, presentations, and briefing materials.
Track action items, deadlines, and follow‑ups to ensure alignment and execution.
Serve as the primary point of contact for internal and external stakeholders.
Handle confidential information with professionalism and discretion.
Oversee daily office operations, supplies, vendors, and facility needs.
Support new‑hire onboarding logistics and workspace setup.
Maintain organized filing systems, documentation, and administrative workflows.
Assist with invoice processing, purchase requests, and administrative reporting.
Ensure the office environment is professional, welcoming, and well‑maintained.
Coordinate site‑wide engagement events, celebrations, and communications.
Support planning for town halls, volunteer events, and community outreach.
Partner with HR and leadership to strengthen culture and employee experience.
Draft internal communications, announcements, and event logistics.
Book domestic and international travel for executives and key team members.
Manage travel calendars, expense reports, and reimbursement workflows.
Ensure efficient, cost‑effective, and well‑organized travel arrangements.
Prepare weekly and monthly administrative reports and dashboards.
Support leadership with data gathering, meeting minutes, and follow‑up tracking.
Assist with special projects, cross‑functional initiatives, and site‑level coordination.