Executive Assistant, Strategy & Finance

Overview:

TRC invites applications for the position of Executive Assistant, Strategy & Finance to support delivery of a commercial energy efficiency program serving Oregon and Washington. This program is designed to retrofit existing buildings with energy efficiency upgrades thereby reducing energy consumption while delivering incentive savings to participants. This position will collaborate closely with the Programs senior leadership in the design, operations, and implementation of the program operations. The ideal candidate will be an exceptionally organized, detail-oriented individual with a positive attitude who exhibits an exceptional capacity for multitasking while maintaining the highest standards of accuracy, efficiency, and reliability.

Key responsibilities include providing comprehensive support for program management, assisting in the development and execution of the Programs key objectives and initiatives, orchestrating meeting schedules, facilitating meetings, overseeing other program operations staff, conducting financial reviews, and overseeing various administrative functions integral to the programs success. The role will also play a pivotal role in coordinating program activities, ensuring the timely fulfillment of client deliverables, in accordance with the Programs scope and client requests.

Responsibilities:

• Oversee daily administrative program operations of a 130+ people team in collaboration with senior managers and department leaders, and perform administrative tasks such as managing calendars, generating correspondence to program staff and subcontractors, maintaining electronic files, planning and coordinating meetings, and scheduling facilities
• Oversee $30M+ program budget and work with internal finance and program management teams on progress to budget, maintain profit margins, and other company finance metrics.
• Contribute to the development and execution of the Programs strategic initiatives
• Act as a point of contact between the Program Leadership Team and functional leads, TRC clients, and other external stakeholders
• Guide and oversee work done by Senior Operations Associate, Office Manager, and potentially other program staff
• Facilitate communication between leaders and different parts of the organization to ensure alignment and consistency
• Support operating budget-tracking and management
• Work with project subcontractors and TRC contracts team on managing subcontracts, change orders, scheduling check-ins with subcontractors, etc.
• Develop and build relationships with all employees for increased efficiency and responsiveness of existing operations and help define new operational strategies by working with Director, Associate Director and other program leads on special projects
• Manage competing deadlines and priorities effectively while keeping team members informed of any challenges that may impact their functional teams
• Coordinate cross-functional teams and program staff to achieve Program objectives
• Act as liaison to the program director with new hires, including drafting Advanced Energy specific hiring materials, managing documentation, onboarding, and collaborating to address and resolve employee questions.
• Assist with reviewing and facilitating efficient Program billing, working within companys accounting practices
• Supporting Program managers in reporting metrics and other deliverables
• Provide outstanding, professional customer service with excellent communication skills and a positive attitude when addressing detailed requests from clients and internal team members
• Improve current processes and optimize organizational procedures for efficiency and productivity
• Support operations, technical, marketing, and other cross functional teams as needed through reporting, research, information follow-up, vendor training, etc.

Qualifications:

• 8+ years professional experience in a business management role requiring similar skills, energy program operational experience preferred.
• Proficiency in MS Office tools (i.e., Outlook, Excel, Word, SharePoint, Teams) is required.
• Advanced Excel Skills: Pivot Tables & VLOOKUP’s.
• Budget management, financial acumen, & budget management software experience.
• Excellent written and verbal communication skills.
• A self-starter with experience in organizing multiple teams and departments.
• Versatile abilities and extreme dedication to efficient productivity.
• Nimble business mind, focused on developing creative solutions.
• Strong project management and reporting skills, with a focus on interdepartmental communications.
• Demonstrated ability to manage multiple tasks to meet short turnaround times while effectively adhering to strict quality control standards.
• Associates/BS/BA degree is preferred, but not required.

• Medical, dental, vision, and disability insurance.
• 401k package that includes both traditional and Roth IRA options and Company match.
• Paid time off contingent upon full time or part time status and level of seniority (ranging from 15 to 25 days per year).
• All full-time employees enjoy a minimum of 8 Paid Holidays per year.
• TRC ensures that all employees, including those that work part-time, receive paid sick, family, and disability leave in accordance with the laws of their state of residence.

• These benefits are applicable to US employees depending on their employment status (full time, part time, or temporary). TRC offers jurisdiction specific benefit packages for International and Puerto Rico employees.

Disclaimers:

Salary Range: USD $92,000.00 – USD $110,000.00 /Yr.