What are the responsibilities and job description for the Executive Assistant and Office Manager position at GRID Alternatives?

The Opportunity

The primary role of the Executive Assistant and Office Manager (EA / OM) is to be responsible for the daily operations of GRID’s North Valley (NV) office. The EA / OM is expected to supervise and perform day-to-day administrative and operational activities, clerical tasks, and work with management and regional staff to assess and improve administrative processes and enhance efficiency. The EA / OM should be comfortable with technology, flexible, able to handle sensitive communications with tact and confidentiality, able to prioritize, willing to confront challenges with a positive, solutions-oriented, attitude, and interested in advancing our EID work.

The EA / OM will report to and provide high-level, high-quality executive and program management support to the North Valley Co-Executive Directors (EDs). The EA / OM is expected to maintain office files and databases; assume responsibility for special projects; and accept and perform other tasks as assigned. Overall, the EA / OM should be able to identify and address the support needs of the EDs and perform administrative tasks to ensure the company's workflow runs smoothly.

Job Duties : Executive Support

Help improve the efficiency and effectiveness of GRID NV’s Co-Executive Directors by taking the initiative to identify potential administrative roadblocks and create solutions to manage and organize these areas.
Manage the schedule of the Co-Executive Directors, including calendaring, communicating directly with external and internal stakeholders, managing travel arrangements, and aiding EDs with staying up to date on their priorities lists.
Prepare presentations, research materials, talking points, emails, and Intranet posts, and set up / break down meeting areas as applicable.
Stay up to date on GRID-wide information by reviewing email, messenger, and intranet posts
Prepare and process Accounts Payables (invoices, expense reports, credit card reconciliations, petty cash reports, etc.), and prepare accounting / other packages to relay to HQ (regional checks, expense reports, credit card reconciliations, accounts receivables, contract originals, HR documents, etc.).
Support department budget planning and development by assisting EDs with tracking and logistics. Manage operating budget for office management and related facilities costs.
Maintain discretion and confidentiality with all Executive Director relationships and communications.
Providing excellent customer service to internal teams, as well as external stakeholders : including donors, board members, and volunteers.
Follow up on contacts made by the Executive Director and support the cultivation of ongoing relationships (tracks, updates, and manages follow-up to specific key contacts using our CRM database, including lists of individual donors, government contacts, etc.).
Where appropriate, support EDs with project management, report submission, and project invoicing.
Maintain, improve, and update Executive Directors’ CRM dashboards and reports

Office Operations & Management

Improve the efficiency and effectiveness of GRID’s NV office operations by taking the initiative to identify potential roadblocks and create solutions to manage and organize these areas.

Develop strong relationships with cross-functional teams and departments.

Address office space / building issues, contact point for facilities (repairs and cleaning), and landlord; Manage outside vendors and service providers as applicable

Serve as NV’s preliminary IT point of contact and provide basic IT support (e.g., setting up new computers, imaging, managing server room, coordinating website updates, helping staff with computer troubleshooting).

Manage, improve, and maintain filing systems and procedures to best organize the office (Accounts Payables, business licenses, insurance cards, vehicle registrations, etc.)

Manage inventory, distribution, and ordering of office supplies, equipment, collateral, and any other physical materials, including computers and accessories.

Monitor the main office phone and email and distribute to appropriate departments.

Prepare and manage the onboarding of new staff, including implementing, assisting, and improving training for new staff.

Manage and coordinate professional development funds and travel arrangements for staff.

Procure office furniture; manage the general organization of office storage; and coordinate office cleaning schedule.

Coordinate group meetings, agendas, and reminders; Assist with event preparation and planning logistics as needed (budget tracking, purchasing, coordinating schedules)

Communicate regularly with NV Staff and Leadership Team, provide updates, share relevant information; and promote team cooperation, coordination, and collaboration towards progressing company values.

Other duties as assigned.

Advisory Committee / Board Support

Provide support for meetings of GRID NV’s Board of Directors (Schedule meetings, prepare and distribute meeting docs / agendas, attend meetings, and take minutes).

Support the EDs with Board relationships and develop and maintain own relationships with the board (liaise between office happenings and board, share noteworthy staff updates and internal stories, follow through on member requests for information, maintain documents and meeting minutes)

What you need to bring to this role...

Strong attention to detail and ability to collaborate and manage multiple tasks / projects simultaneously

1 years of experience in supporting senior managers.

Excellent communication skills (ability to work with volunteers and clients, ability to represent GRID Alternatives positively to diverse populations)

Ability to handle confidential information in a trustworthy and professional manner

Ability to work both independently with minimal supervision and work effectively and respectfully within diverse teams

High level of computer competency (specifically Windows / MS Office Suite / Gmail / / Salesforce or equivalent) and ability to learn and master new software systems quickly

Flexibility and willingness to embrace change, go the extra mile, and bring ideas and energy to a rapidly growing organization

It would be great if you also had...

Passion and / or experience with renewable energy, environmental justice, working with low-income communities, sustainability, affordable housing, the environment, or just generally grounded in making the world a better place

Experience supporting multiple executives simultaneously

Experience supporting staff in multiple locations and time zones

Experience working in nonprofits

Bilingual / bi-literate (Spanish / Other)

Where you will sit and the places you may go…

This position may rarely require up to 25% out-of-town travel to regional offices and special projects such as company-wide celebrations, team building exercises, etc. Availability to work nights and weekends may very rarely be required.

GRID Alternatives may provide vehicles for work travel and / or travel reimbursement for personal vehicle use. In this instance, applicants must hold a valid driver’s license and have a good driving record.

Let's Talk Money!

This is a full-time, non-exempt position. Hourly pay commensurate with experience within the pay band ($24-$31 per hour) , plus the benefits below.

How we take care of you...

Medical, Dental, Vision / Eye Care insurance, 5 weeks paid time off (PTO),13 paid holidays, Commuter Checks, 403b Retirement Plan, Employee Assistance Program (EAP), Flexible Spending Account (FSA), Health Savings Account (HSA), STD, LTD, and AD&D insurance

Salary : $24 - $31

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