Executive Assistant

IPX Power USA, LLC • Beaverton, OR

11d • $160,000 - $195,000

About The Position

We seek a highly skilled and proactive Executive Assistant to provide seamless support to three of IPX’s Executives - COO, CCO and CAO. This role is pivotal in ensuring smooth operations at the highest levels of leadership, requiring exceptional organizational skills, strategic problem-solving, and impeccable discretion. This role will report to the Chief of Staff office. As a trusted partner to our Executive Team, you will anticipate needs, manage complex schedules, coordinate high-priority initiatives, and serve as a key liaison between leadership and internal and external stakeholders. We'd love to hear from you if you thrive in a fast-paced environment, excel at managing competing priorities, and bring professionalism and agility.

Requirements

• 7+ years of experience providing high-level executive support to C-suite leaders.
• Bachelor’s degree in Business, Administration, or a related field.
• Proactive and resourceful mindset. You anticipate needs, solve problems, and take initiative.
• Exceptional organizational skills, with the ability to seamlessly juggle multiple priorities while maintaining keen attention to detail.
• Strong communication and relationship-building abilities, engaging effectively with executives, board members, and key stakeholders.
• Expert proficiency in Slack, Google Suite, Microsoft Office, and other productivity tools.
• Confidentiality, discretion, and emotional intelligence—you are a trusted partner to leadership.
• Ability to work independently and collaboratively, thriving in a fast-paced, high-expectation environment.
• A strong commitment to belonging, ensuring an inclusive and supportive work environment.

Nice To Haves

• Notary Public certification (or willingness to obtain one at the company’s expense) strongly preferred.

Responsibilities

• Executive Support & Coordination
• Provide high-level administrative support, ensuring seamless daily operations for the three executives, including some urgent arrangements.
• Efficiently manage complex calendars, coordinating meetings and arranging travel across multiple time zones. Anticipate and resolve scheduling conflicts weeks in advance, ensuring seamless operations.
• Strategically create time buffers to account for recurring meeting patterns that tend to extend beyond their scheduled duration.
• Efficiently process and reconcile expense reports to adhere to company policies.
• Provide dedicated on-site administrative and logistical support during company-wide meeting weeks.
• Handle confidential correspondence, draft communications, and prepare briefing materials for executive meetings, and engage with external counterparty’s EA’s to secure meetings.
• Act as a gatekeeper and strategic partner, prioritizing tasks and ensuring executives’ time is used effectively.
• Cross-functional collaboration & Event Coordination
• Serve as the primary point of contact for internal teams and external partners, ensuring smooth communication and follow-through.
• Anticipate executives’ needs ahead of meetings, compiling critical information and briefing materials.
• Partner with leadership and cross-functional teams to plan and execute high-impact events, strengthening relationships with strategic partners, agencies, and key stakeholders.
• Operational Excellence & Problem-Solving
• Proactively identify opportunities to optimize processes, improve efficiency, and enhance executive workflows.
• Exercise sound judgment and discretion, ensuring alignment with company policies and executive preferences.
• Manage special projects if and when they arise, balancing multiple priorities with precision and adaptability.

Benefits

• 100% premium coverage for you and your dependents on medical, dental, and vision
• Unlimited PTO, plus two company-wide breaks (Fourth of July & end of year)
• Up to 12 weeks of fully paid parental leave, plus 6 additional weeks for birth parents; access to family planning support via Carrot and Maven
• Free access to Spring Health which includes 5 free Therapy & psychiatry sessions, plus a Headspace account for mindfulness and meditation through our physical health vendor, Wellhub+
• 3% non-elective employer contribution to your 401k or RRSP, ensuring your financial future is on the right track
• $150 monthly food stipend, $150 monthly reimbursement for cell phone/ internet, pet insurance allowance, full home office setup and free access to UrbanSitter with $625 in quarterly paid company credits, ActiveHero, and One Medical

What This Job Offers

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