Administrative Assistant III - Operations - Solar

We are committed to building a workplace where everyone feels heard and respected, and extending our culture of care so that every individual can reach their full potential. We want you to have a sense of belonging and feel valued for your contributions and the perspectives you bring.

Summary:

The Operations Administrative Assistant provides high-level administrative and operational support to VP, Operations, Sr. Director, Field Operations Managers (FOM), and General Superintendents (GS). This role is responsible for coordinating complex schedules, supporting day-to-day operational needs, managing sensitive information, and acting as a central administrative hub for the Solar Operations group.

This role will be hybrid requiring 3 days in office and 2 days working from home.

Requirements:

• Provides administrative support to multiple Operations leaders, including VP, Director, FOMs, and GSs.
• Manages and coordinates complex calendars, meetings, and priorities across multiple leaders and time zones.
• Coordinates domestic and international travel, including flights, lodging, transportation, and itinerary management.
• Prepares, submits, and tracks expense reports accurately and in a timely manner, ensuring compliance with company policies.
• Organizes and supports Operations meetings, including agenda preparation, meeting logistics, note capture, and follow-up actions.
• Serves as a central point of contact between Operations leadership, field teams, and internal support groups.
• Assists with operational reporting, document preparation, and special projects as assigned.
• Maintains professionalism and discretion when handling confidential and sensitive information.
• Support process improvements that increase efficiency, visibility, and organization within Operations.
• Prepares and sends shipments of documentation via Fed Ex, USPS, UPS, etc.
• Manages ERP items such as invoices, requisitions, timesheets, expense reports, and any escalations which need re-routing
• Follows safety and security procedures and determines appropriate action conducting all aspects of work in a safe manner. Reports potentially unsafe conditions and uses materials and equipment properly.
• Attends work regularly and punctually, as scheduled or expected.
• Complies with Employee Handbook, Code of Conduct and Company Policies & Procedures.
• Presents, supports, and leads-by-example with a safety and quality-oriented attitude.
• Provides administrative support for special projects, initiatives, and operational priorities as assigned by leadership.
• Assists with onboarding coordination for Operations team members, including scheduling, documentation, and system access requests.
• Supports preparation and organization of operational documents, reports, and presentations.
• Tracks and follows up on action items, deadlines, and commitments related to Operations meetings and initiatives.
• Coordinates with internal departments (HR, Finance, IT, Travel, Legal) to support Operations needs.
• Maintains organized filing systems to ensure accurate recordkeeping and easy retrieval of information.
• Supports compliance with internal policies, procedures, and documentation requirements.
• Provide backup administrative support to other administrative staff as needed to ensure continuity of Operations support.

Safety:

• Follows safety and security procedures and determines appropriate action. Reports potentially unsafe conditions and uses materials and equipment properly.

Qualifications:

• High school diploma or GED, required.
• Associate’s Degree in Business Administration or related field, preferred.
• 4+ years of relevant administrative experience, required.
• Valid Driver’s License, required.
• Ability to travel 5-15% domestically, required.
• Complex calendar management
• Ability to coordinate domestic and international travel arrangements, including flights, lodging, transportation, and itineraries
• Demonstrates proficiency in Microsoft Office applications (Outlook, Word, Excel, Power Point
• Work independently with minimal supervision while remaining responsive to leadership and operational needs.
• Comfortable operating with great latitude for independent judgment and…