Executive Support & Operations Specialist

Located in San Antonio, TX

Salary: $65k to $80k

Executive Support & Operations Specialist

Reports to: Director of Human Resources & General Affairs

A utility-scale renewable energy and energy storage developer, owner, and operator is seeking an experienced Executive Support & Operations Specialist to support the Executive Leadership Team (ELT) and office operations in a fast-paced environment. This position is located in San Antonio, Texas and provides an opportunity for a professional looking for meaningful work within a collaborative team, with the ability to expand their experience and directly contribute to organizational success.

JOB SUMMARY:

The Executive Support & Operations Specialist is responsible for organization and coordination of administrative support to the Executive Leadership Team (ELT) and overall office operations. The position encompasses a variety of office management responsibilities to ensure the office runs smoothly and efficiently, often requiring collaboration with other departments. The position is instrumental in ensuring proactive, professional, and high-quality administrative and organizational support for the ELT, while also facilitating seamless communication and operational efficiency.

ESSENTIAL FUNCTIONS:

• Maintain President’s workflow; keep President apprised of matters relevant to upcoming commitments and responsibilities, any issues affecting the organization, as well as anticipating needs.
• Plan and coordinate internal and external meetings for ELT, including logistics, reservations, food orders, invites, and meeting setup.
• Act as liaison between and on behalf of the President with parent company, board of directors, clients, partners, vendors, and internal staff.
• Assist with preparation and distribution of presentations, reports, agendas, board packages, budgets, and related materials.
• Administer timesheets and expense reports for ELT.
• Coordinate meeting arrangements, room reservations, and technology setups.
• Draft, edit, and organize correspondence, reports, spreadsheets, and presentations.
• Ensure office supplies are stocked and office is presentable for guests.
• Review and confirm details for Purchase Orders requiring ELT approval.
• Manage office security access control, key retention, and related administrative processes.
• Oversee filing, archiving, and mail distribution for ELT.
• Support ELT in tracking timelines and ensuring timely communication.
• Manage company-wide and ELT-specific subscriptions and systems.
• Serve as primary point of contact for incoming mail and deliveries.
• Support coordination of company-wide events, retreats, and team-building activities.
• Manage special projects and miscellaneous support tasks for ELT.
• Facilitate efficient office operations through administrative, clerical, financial, and managerial tasks.
• Identify opportunities to improve efficiencies and processes.
• Design and implement administrative systems and record-keeping processes.
• Serve as point of contact for office-related issues and concerns.
• Ensure kitchen and shared spaces remain organized and stocked appropriately.
• Perform light office cleaning/janitorial-related tasks as needed.
• Additional duties as assigned.

QUALIFICATIONS:

• Bachelor’s degree in Business Administration, Office Management, or related field, or equivalent experience.
• Two plus (2+) years of executive-level support experience.
• Advanced proficiency with Microsoft Office programs.
• Strong project management, scheduling, and organizational skills.
• Professional, reliable, and positive attitude.
• Ability to prioritize tasks and manage competing deadlines in a fast-paced environment.
• Excellent verbal and written communication skills.
• Proactive, adaptable, and detail-oriented mindset.
• Tech-savvy with familiarity with modern digital tools and platforms.
• Ability to maintain confidentiality and discretion.
• Strong interpersonal and stakeholder management skills.

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