Executive Assistant

Job Summary

Reporting to the Vice President of Regulatory Affairs and Quality (RAQ), this position provides executive administrative support to the Kairos RAQ team, with a focus on executive time and task coordination, and interfaces with the California- and New Mexico-based teams and administrative staff.  Supports RAQ Directors in development and coordination of resources for preparation of Kairos licensing, quality assurance, safety analysis, government affairs, and training documents. Also supports larger Kairos Power executive team in administration of Executive Team and government relations activities.

This role requires proactivity, email and calendar management, organizational skills, strong communication and interpersonal skills, attention to detail, and the ability to juggle multiple high priority requests, while interfacing professionally with people inside and outside the company.

Responsibilities

• Support executive level management of incoming and outgoing and management of complex calendars to support teams in multiple locations and time zones
• Use past experience to identify effective time/task management and scheduling solutions to increase productivity
• Organize, prioritize, and appropriately handle time-sensitive, confidential information and ensure any action/attention required is addressed
• Meeting management: scheduling, drafting agendas, preparing attendees, taking meeting minutes, sending recaps and action items, and scheduling follow up meetings
• Conserve executives’ time by anticipating needs; screening/filtering emails; reading, researching, and routing correspondence; collecting and analyzing information; and troubleshooting when needed
• Work with government affairs team to support numerous external NGO platforms and actively participate upon request in associated meetings, including taking notes, managing action items, etc.
• Manage expense reports and be able to efficiently coordinate domestic and international travel on an as-requested basis
• Manage Charlotte office administrative tasks (supplies, coordination with landlord, etc.)
• Organize, execute, and assist with team activities (all-hands meetings, off-sites, and team social events)
• Supports contract management functions and contractor oversight activities
• Works with administrative and HR teams to ensure continuity between Alameda, Albuquerque, and Charlotte office processes
• Take initiative and offer assistance where needed; adding value whenever possible
• Serve as a point of contact for coordination and select topics with important stakeholders external to the company
• Exercise discretion in handling confidential, proprietary, privileged, and/or security-related information

Qualifications

• 5+ years of experience as an Executive Assistant or in a similar role, with direct support for VP level and above
• Bachelor’s Degree preferred
• Demonstrable project management skills used to build processes and programs to benefit your executives and teams
• Exceptional communication skills both written, oral, and via presentation format
• Experience collaborating with team members from different backgrounds and communication styles, and an appreciation for the challenges of supporting a diverse, growing global team
• Willingness to work outside of standard position responsibilities
• An infectious “can do” attitude and enthusiasm/excitement to help change the world
• A natural bias for action, comfortable delivering on commitments and holding him/herself and team accountable; a respectful individual that embraces challenges with an unwavering focus on driving results and meeting milestones
• Must have expert proficiency in Microsoft Outlook, Word, and PowerPoint
• Excellent references from prior similar roles
• Ability to work with highly collaborative team
• Ability to solve problems quickly and efficiently
• Prioritizes and ensures safety of one self and others
• Ability to proactively collect, manage and transfer knowledge
• Ability to seek different and novel ways to create efficiencies when working on problems, challenges and issues

Physical Conditions

• Remaining in a stationary position, often standing, or sitting for prolonged periods
• Moving about to accomplish tasks or moving from one worksite to another
• Adjusting, moving, transporting, installing, positioning, or removing objects up to 20 pounds in all directions
• Communicating with others to exchange information

Environmental Conditions

• General office environment
• Occasional travel to other office locations (Alameda, CA; Albuquerque, NM; Oak Ridge, TN) including occasional visits to field sites and laboratory/testing facilities
• Accessing the accuracy, neatness and thoroughness of the work assigned
• High-concentration, demanding and fast-paced

Safety and PPE

• Reading and interpreting hazardous warning signs
• Reporting issues with equipment or unsafe conditions

Travel

• Some travel may be required, up to 10% 

Additional Requirements

• Occasionally requires overtime and/or weekends
• Occasionally requires schedule flexibility
• Occasionally requires extended hours to support launch and critical project timelines

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