Executive Assistant & Office Administrator

ON.energy • Tysons, VA

1d • Onsite

About The Position

ON.energy is hiring an Executive Assistant & Office Administrator to support its SVP of Engineering and VP of Project Finance while managing the day-to-day workplace. The role protects the executives’ time, keeps engineering and project finance leadership organized, and ensures commitments are followed through. It also oversees 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 requires comfort switching among executive support, transaction-related deadlines, and office needs.

The role is expected to work on-site full-time, with occasional work outside normal hours for events or travel. Compensation and benefits vary by location. US-based benefits include competitive salary, eligibility for an annual performance-based bonus, medical, dental and vision insurance, a 401(k) with company match, paid time off, and company holidays. Mexico-based benefits include competitive salary, annual performance bonus eligibility, a 30-day Christmas Bonus (Aguinaldo), major medical expenses and life insurance, and paid time off and holidays under local policy. All roles include professional development and growth opportunities.

Requirements

• Bachelor's degree or equivalent experience.
• At least 5 years supporting senior executives at VP level or above, including supporting multiple executives simultaneously.
• At least 2 years of hands-on office or facilities management experience.
• Exceptional organization and follow-through, with the ability to manage competing priorities without losing details.
• 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.
• Experience planning offsites or events for 50 or more people.

Nice To Haves

• Experience supporting executives in a technology, engineering, energy, or finance company.
• Exposure to project finance, banking, or infrastructure transactions, such as closings, data rooms, or signature packets.

Responsibilities

• Own and manage the calendars of the Engineering and Finance Leads across time zones, prioritizing requests, resolving conflicts, and protecting focus time.
• Run engineering leadership meetings and planning routines, including staff meetings, 1:1s, quarterly planning sessions, and all-hands; capture decisions and action items and track them through completion.
• Support the VP of Project Finance by scheduling and preparing recurring reviews with executives, R&D leadership, and cross-functional teams; assembling monthly business review, budget, and portfolio materials; and tracking deadlines, follow-ups, and approvals.
• Run project finance leadership meetings and planning routines, including staff meetings, 1:1s, quarterly planning sessions, and all-hands; capture decisions and action items and track them through completion.
• Plan domestic and international travel, including project 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 daily office operations, including facilities, maintenance requests, 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 office supplies, snacks, and equipment inventory within an approved budget, and reconcile invoices with Finance.
• Welcome visitors, customers, and candidates.
• 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 workplace health and safety basics, including emergency procedures, first-aid supplies, fire drills, and compliance postings.
• Support space planning, desk moves, and office expansion or build-out projects.
• Create and maintain office policies and a shared workplace guide.

Benefits

• Competitive salary and eligibility for an annual performance-based bonus (US); competitive salary and annual performance bonus eligibility (Mexico).
• Medical, dental, and vision insurance (US).
• 401(k) with company match (US).
• Paid time off and company holidays (US); paid time off and holidays per local policy (Mexico).
• 30-day Christmas Bonus (Aguinaldo) (Mexico).
• Major medical expenses and life insurance (Mexico).
• Professional development and growth opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior