Executive Assistant – PROPWR Leadership

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Job Description

Job Summary:

The Executive Assistant provides high-level administrative, operational, and logistical support to the PROPWR leadership function and the broader PROPWR executive team. This role also owns the communication and meeting rhythm for the PROPWR leadership organization — driving the cadence, follow-through, and information flow that keep the leadership team aligned and moving.

Responsibilities:

• Own and manage the recurring communication and meeting rhythm for the PROPWR leadership organization — including leadership staff meetings, all-hands/town halls, offsites, and recurring team touchpoints — from scheduling and agenda-setting through follow-up tracking
• Serve as the connective point for information flow across the PROPWR leadership team, ensuring updates, decisions, and action items are communicated consistently and on time to the right stakeholders
• Manage complex calendars for the PROPWR President/leader and PROPWR executive team, scheduling internal and external meetings while balancing competing priorities
• Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, itineraries, and travel documentation
• Prepare and submit expense reports and reimbursements
• Manage incoming communications and assist with prioritization of email, meetings, and action items
• Prepare correspondence, presentations, spreadsheets, reports, and meeting materials as requested
• Ensure executives are prepared for meetings by organizing agendas, materials, and briefing documents
• Coordinate leadership meetings, offsites, training sessions, and team events, including meeting spaces, catering, technology needs, and guest accommodations
• Partner with the broader EA team to ensure coverage, continuity, and alignment across executive priorities
• Serve as a professional ambassador of the company when interacting with customers, vendors, partners, and guests
• Handle confidential and sensitive information — including personnel, strategic, and operational matters — with strict discretion and in compliance with company policy
• Attend leadership meetings as requested to capture notes, track decisions, and drive follow-up items to completion
• Maintain a master calendar of key dates for the PROPWR leadership organization, including leadership meetings, offsites, business reviews, and other recurring milestones
• Track and distribute leadership communications, updates, and announcements to the broader PROPWR organization as appropriate
• Assist with invoice processing, purchase requests, and other departmental administrative functions
• Miscellaneous and wide-ranging duties and projects as assigned by executives

Job Qualifications:

• Extremely high attention to detail and follow-through required
• Must be exceptionally organized and responsive, and able to manage communications and requests through many different communications channels (verbal, email, Teams, text, phone, etc.)
• Must be a self-starter and highly proactive, able to anticipate and solve problems before the executives they support see them coming
• Must be skilled at putting themselves in the shoes of those they support and thinking through how to help them in ways they may not yet realize they need
• Bachelor's degree strongly preferred; high school diploma required
• 3+ years of Executive Assistant experience preferred
• Experience supporting a leadership team or executive office, ideally within an operations, industrial, or energy environment, preferred
• Experience coordinating team-wide communication or meeting cadences for a leadership group preferred
• Advanced proficiency in Microsoft Office Suite (including Teams and Copilot) required
• Must maintain the highest levels of professionalism, confidentiality, and discretion
• Outstanding time management skills; must be able to meet deadlines in a fast-paced, rapidly changing environment
• Dependable and punctual with a positive and welcoming attitude
• Able to take constructive feedback and make adjustments as needed
• Proactive approach to problem-solving with strong decision-making skills
• Strong relationship-building and stakeholder management skills
• Professional demeanor with a high level of executive presence
• Ability to work independently while collaborating effectively across departments
• Flexibility to support occasional early-morning or after-hours needs around leadership meetings, offsites, and other events as needed
• Must work with a high sense of urgency, pushing projects forward in the face of obstacles

PROPWR is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.