Executive Support & Operations Specialist

Job Description: Executive Support & Operations Specialist

Reports to:  Director of Human Resources & General Affairs

OCI Energy is a utility scale solar and energy storage systems developer, owner, and operator. We are seeking an experienced Executive Support & Operations Specialist to support the Executive Leadership Team (ELT) and office operations for a growing organization in a fast-paced environment. This position is located in San Antonio, Texas and provides a perfect opportunity for a professional looking for interesting work within a cohesive team, with the ability to expand their experience and directly contribute to the corporation's success. 

JOB SUMMARY:

The Executive Support & Operations Specialist is responsible for organization and coordination of administrative support to the Executive Leadership Team (ELT) of OCI Energy 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 Executive Leadership Team (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, with responsibility for all aspects including but not limited to logistics, reservations, food order and setup, sending invites, arranging meeting rooms and venues.
• Act as the liaison between and on behalf of the President with parent company, board of directors, clients, partners, vendors, and internal management and staff.
• Assist with the creation, preparation and distribution of presentations, documents, reports, agendas, Board package, budgets, and other materials as needed, producing consistent, accurate and professional product, within specified deadlines.
• Administer time sheets and expense reports for ELT including reviewing and approving timesheets on behalf of the President for direct reports.
• Coordinate meeting arrangements for ELT including room reservations and tech setups, ensuring video conferences and other setups run smoothly.
• Draft, edit, and organize various correspondence, including memorandums, reports, spreadsheets, presentations, and coordinate for required signatures.
• Ensure office supplies are adequately stocked and office is presentable for guests; also support, as needed, managing vendor relationships and handling ordering processes.
• Review and confirm inclusion of essential details required for Purchase Orders requiring ELT approval.
• Manage security access control related to the OCI Energy office including but not limited to mail, kitchen pantry; Identify secondary keyholder and retention of keys.
• Oversee administrative tasks such as physical and digital filing, archiving, and mail distribution for the Executive Leadership Team (ELT).
• Support the ELT in tracking timelines, ensuring timely communication and adherence to deadlines.
• Manage and renew company-wide and ELT-specific subscriptions and systems; Work with legal and accounting units to submit cancellation notices compliant with the agreement cancellation terms.
• Serve as the primary point of contact for incoming mail and deliveries, ensuring accurate routing and secure handling of sensitive materials.
• Support on coordinating company-wide events, onsite and offsite, from office gatherings to holiday parties, and manage logistics for team-building activities and staff retreats.
• Take on and manage special projects or initiatives on behalf of the ELT.
• Provide support with miscellaneous tasks for ELT, such as gift purchasing.
• Facilitate efficient office operations via a range of administrative, clerical, financial and managerial tasks.
• Proactively identify areas to gain efficiencies and improve processes and/or procedures.
• Design and implement administrative systems, including filing process, record-keeping, and databases.
• Act as the point of contact for any administrative or office-related questions, issues, or concerns.
• Ensure kitchen is stocked with respect to employee dietary needs and restrictions, and kept in an orderly fashion.
• Cleaning/janitorial-related activities throughout the office including wiping up spills, throwing away others’ trash, cleaning out the refrigerator, and washing dishes.
• Additional duties as assigned.

QUALIFICATIONS:

• Bachelor’s degree in Business Administration, Office Management, or a related field, or has equivalent work experience. Advanced degrees or certifications can be considered a plus.
• Two plus (2+) years of executive level support experience.
• Advanced proficiency with MS Office programs (MS Word, Excel, PowerPoint, and Outlook).
• Demonstrated track record of managing project, logistics and scheduling with high attention to detail and care.
• Professional, reliable and maintains a positive attitude.
• Comfortable operating in a fast-paced environment with superior ability to prioritize tasks, utilize complex problem solving, manage time, and meet deadlines while managing competing priorities.
• Excellent verbal and written communication skills with grammatical accuracy
• Proactive Planner with a fresh perspective & enthusiasm; who is dynamic, energetic, & projects a go-getter attitude.
• Exhibits a high agility to learn, adapt. Implements new tools, processes, and methodologies swiftly.
• Tech-savvy with a keen understanding of modern digital tools and platforms.
• Demonstrated passion for diving into work, taking initiative, and thriving in a fast-paced environment.
• Proficiency in acting as a liaison among diverse groups of stakeholders.
• Attentive to the fine points, ensuring accuracy and thoroughness in tasks and communications.
• Ability to handle sensitive and confidential information with discretion.
• Strong interpersonal skills with an ability to interact with individuals at all levels, working effectively within teams to foster cooperation and ensure shared success.

OCI Energy LLC provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. OCI Energy LLC complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities.