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Executive Office Manager

4 months ago

Boston, United States World Energy, LLC Full time

The Company


World Energy is a low-carbon solutions provider enabling world leading companies to meet their net-zero commitments. With operations in sustainable aviation fuel, clean hydrogen, advanced biofuels, and now pioneering decarbonization as a service, World Energy is collaborating to confront the biggest decarbonization challenges in the hardest-to-abate sectors. For over 25 years World Energy has been at the forefront of commercializing new renewable fuels and is now developing over $15 billion of new capital projects to push the frontier of clean energy at scale.


Job Summary:


We are seeking an experienced and organized Executive Office Manager to provide operational, project and administrative support for the CEO and a variety of leaders, teammates and functions. This central role liaises with various levels of the organization, external business partners, customers and other VIPs. The successful candidate will act as the primary point of contact for all executive office matters to include IT, conferences, quarterly meetings, supplies, space, etc. The Executive Office Manager will be responsible for ensuring that office operations are efficient and effective while providing administrative support to the executive staff. This role will report to the CEO.


Duties and Responsibilities

  • Manage the executive office and proactively ensure that all operations are efficient and effective.
  • Maintain Boston’s professional and organized work environment and make improvements as necessary. Support the design, move and implementation of office space and lead the coordination of the process and activity.
  • Lead projects, communications, meetings as needed.
  • Assist in the preparation of presentations, reports, and other documents for wide variety of meetings, both internally and externally.
  • Assist in the development and implementation of executive office strategies and policies.
  • Lead IT for Boston to include physical equipment, onboarding, offboarding, ordering, distribution lists and resolving technical issues.
  • Act as the primary point of contact for all executive office matters.
  • Coordinate and manage executive office meetings, events, and conferences.
  • Prepare presentations, agendas, minutes and ensure follow up items have been assigned and completed within timeline for quarterly meetings, BU Leader meetings, Board meetings etc.
  • Manage policies, usage and ensure that all spending is within budget.
  • Manage and coordinate travel arrangements for the executive office staff.
  • Ensure that all executive office documents and records are properly maintained and in compliance.
  • Serve as a liaison between the executive office and other departments to minimize administrative load for leaders.

Requirements and Qualifications

  • Bachelor’s degree in business administration or related field.
  • 7+ years of experience in executive office management.
  • Excellent organizational and time-management skills.
  • Strong leadership and interpersonal skills.
  • Experience with project management and managing IT.
  • Experience handling confidential communications and relationships with senior leadership and teammates of varying functions. Able to deal with and maintain confidentiality.
  • Must excel in an entrepreneurial environment where passion for the mission and the customer is central to the work we do; comfortable with fast pace and changing environment.
  • High proficiency in Microsoft Office and other office management software to include Excel, PowerPoint, Word, SharePoint, Social Media etc.
  • Able to multitask and prioritize tasks in a fast-paced environment
  • Excellent analytical skills; ability to understand, interpret and present data.



Equal Opportunity Policy

World Energy, LLC is an Equal Employment Opportunity Employer that is committed to inclusion and diversity. It takes affirmative action to offer employment and advancement opportunities to all people, including minorities, women, protected Veterans, and individuals with disabilities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected Veteran status or any other protected characteristic.