Executive Assistant & Office Administrator

ON.energy•Tysons, VA

1d•Onsite

About The Position

ON.energy is seeking an Executive Assistant & Office Administrator to support the SVP of Engineering and VP of Project Finance while managing the company office. The role protects executive time, keeps engineering and project finance leadership organized, and ensures commitments are followed through. It also owns workplace operations, including facilities, vendors, supplies, visitors, onboarding logistics, and team events. The position works closely with engineering leaders, the project finance team, People/HR, Finance, and IT, and suits someone comfortable moving among varied priorities and anticipating needs.

Requirements

Bachelor’s degree or equivalent experience.
At least 5 years supporting senior executives at VP level or above, including more than one executive at a time.
At least 2 years of hands-on office or facilities management experience.
Exceptional organization and follow-through, including managing competing priorities without losing detail.
Clear, polished written and verbal communication.
Strong command of Microsoft 365, including Outlook, Teams, Excel, PowerPoint, and SharePoint, and ability to learn new tools quickly.
Sound judgment and discretion when handling confidential information.
Ability to work on-site full-time and occasionally outside normal hours for events or travel.
Familiarity with expenses, travel, and procurement tools.

Nice To Haves

Experience supporting executives in a technology, engineering, energy, or finance company.
Experience planning offsites or events for 50 or more people.
Exposure to project finance, banking, or infrastructure transactions, including closings, data rooms, or signature packets.

Responsibilities

Manage the Engineering and Finance leaders’ calendars across time zones, prioritize requests, resolve conflicts, and protect focus time.
Run engineering leadership meetings and operating rhythms, including staff meetings, one-on-ones, quarterly planning sessions, and all-hands; record decisions and action items and track them to completion.
Support the VP of Project Finance by scheduling and preparing recurring reviews with executives, R&D leadership, and cross-functional teams; assemble materials for monthly business reviews and budget and portfolio discussions; and track deadlines, follow-ups, and approvals.
Run project finance leadership meetings and operating rhythms, including staff meetings, one-on-ones, quarterly planning sessions, and all-hands; record decisions and action items and track them to completion.
Plan domestic and international travel, including site visits, customer meetings, and conferences; process and correctly code expenses.
Coordinate engineering and project finance hiring logistics with Recruiting, including interview loops, candidate travel, and offer-stage meetings.
Handle confidential personnel, financial, transaction, and IP-sensitive information with discretion.
Support special projects such as team offsites, customer visits, and process improvements for engineering and project finance teams.
Manage day-to-day office operations, including facilities, maintenance, cleaning, security, access badges, mail, and deliveries.
Plan daily office meals and assist with travel and hotel accommodation.
Serve as the main contact for the landlord, building management, and office vendors; negotiate service contracts and track renewals.
Manage supplies, snacks, and equipment inventory within an approved budget and reconcile invoices with Finance.
Welcome visitors, customers, and candidates and maintain a welcoming office environment.
Coordinate new-hire logistics with People/HR and IT, including desks, equipment, access, and first-day arrangements.
Plan company events, team lunches, and celebrations, and support offsites.
Maintain health and safety basics, including emergency procedures, first-aid supplies, fire drills, and compliance postings.
Support space planning, desk moves, office expansion, and build-out projects.
Create and maintain office policies and a shared workplace guide.
Occasionally work outside normal hours for events or travel.

Benefits

Competitive salary and annual performance-based bonus eligibility (US-based roles).
Medical, dental, and vision insurance (US-based roles).
401(k) with company match (US-based roles).
Paid time off and company holidays (US-based roles).
Competitive salary and annual performance bonus eligibility (Mexico-based roles).
Christmas Bonus (Aguinaldo) of 30 days (Mexico-based roles).
Major medical expenses and life insurance (Mexico-based roles).
Paid time off and holidays per local policy (Mexico-based roles).
Professional development and growth opportunities.
Opportunity to grow with a mission-driven team shaping the future of clean energy.