Administrative Assistant

Ideematec, Inc., with its offices in Arizona, is a German provider of high-performance solar tracking systems. An international track record of over 9 GW deployed, more than 15 years of experience in the tracker field and 82+ diverse patents, Ideematec is a trusted partner in advanced solar PV tracking technology.

To support the continued growth of our North American team, we are seeking an Administrative Assistant to join our Scottsdale, AZ office. This hybrid role will work 3–4 days per week onsite.

Ideematec, Inc. is seeking a detail-oriented and organized Administrative Assistant to join our team. This role will be pivotal in supporting our administrative operations, with a focus on handling accounting tasks and assisting with marketing initiatives. The ideal candidate will thrive in a fast-paced environment, possess strong multitasking abilities, and have a keen eye for both financial accuracy and marketing strategies. You will work closely with all departments and report to the Business Operations Director.

Responsibilities

Accounting & Finance Support

• Assist with accounts payable and receivable processes, including invoice and expense report processing
• Support maintenance of accurate financial records and documentation
• Help track expenses and assist with budget monitoring activities
• Assist with account reconciliations and financial data entry
• Regularly coordinate with international accounting teams as needed

Administrative & Office Support

• Provide day-to-day administrative support to office operations and executive staff, including the CEO

• Assist with scheduling meetings, managing calendars, organizing team events and travel

• Act as a point of contact for internal teams, vendors, and external partners
• Maintain office supply inventory and coordinate orders Scottsdale and Texas offices
• Support onboarding logistics, including workspace setup and equipment coordination
• Help ensure a well-organized, professional, and efficient office environment

Marketing & Events Support

• Assist with marketing campaigns and initiatives
• Help organize conferences, trade shows, and company events
• Support preparation of marketing materials, presentations, and reports
• Maintain and update social media platforms
• Coordinate with the international marketing team related to events and initiatives

Documentation & Reporting

• Maintain accurate records and organize physical and digital documentation
• Assist in preparing reports, presentations, and internal communications
• Compile data and support reporting activities across departments
• Ensure proper handling of confidential information

Qualifications

• Bachelor’s degree in business administration, marketing, or a related field (or equivalent experience)
• 0–2 years of administrative, office support, or coordination experience 
• Strong organizational skills and attention to detail
• Ability to multitask and prioritize in a fast-paced environment
• Basic understanding of accounting principles (AP/AR, invoicing, expense tracking)
• Familiarity with marketing support tasks and social media platforms is a plus
• Proficiency in Microsoft Office (especially Excel and Word); experience with accounting software (e.g., QuickBooks) is a plus
• Strong communication skills and professionalism
• Ability to handle confidential information responsibly
• Proactive mindset with a willingness to learn and grow
• Interest in renewable energy and the solar industry

Ideematec is an equal opportunity employer that offers competitive compensation, 401(k) retirement savings plan with company match, comprehensive health benefits package as well as a modern- and flexible work environment suited to any fitting candidates' needs. Ideematec offers opportunities for professional development and career growth within a dynamic and rapidly expanding industry.