Executive Administrator

BayWa r.e. Americas Projects & Services

Executive Administrator

El Segundo, CA – Office/Hybrid

Job Type: Full-time, Hourly

Reports to: Chief of Staff

About Us:

We are BayWa r.e. Americas Projects & Services, a leading developer of utility-scale renewable energy. We are also an in-house and third-party operations and services provider, offering 24/7/365 monitoring from our headquarters in Carlsbad, CA. Our team of dedicated experts spans the United States and Mexico. Since first entering the North American market in 2014, we have brought over 2 GW online and are currently managing over 1.6 GW of operational assets. Our development pipeline is currently 11.5 GW in North America alone and continues to grow at an impressive pace.

Our mission is to deliver reliable and affordable energy across the Americas. We value long-term partnerships and actively collaborate with local communities and organizations to fund workforce development, support disaster relief efforts, and incorporate sustainability and biodiversity into our projects.

BayWa r.e. Americas Projects & Services is a subsidiary of BayWa r.e., a leading global developer, service provider, distributor, and energy solutions provider. BayWa r.e. has a development pipeline exceeding 22 GW and over 10 GW in assets under management.

Our shareholders are BayWa AG, an international group with diversified operations in agriculture, energy, and construction, and Energy Infrastructure Partners, a leader in energy infrastructure investment with a global investor base.

Purpose:

BayWa r.e. Americas is seeking an Executive Administrator to join our team.

The Executive Administrator serves as a trusted partner to the executive team while overseeing key office administration functions that support an efficient, professional, and well-organized workplace.

This role is responsible for the proactive management of executive calendars and the seamless coordination of meetings, events, and day-to-day office operations. Success in this position requires exceptional organizational skills, sound judgment, discretion, and the ability to anticipate needs, manage competing priorities, and adapt to changing business demands.

Responsibilities we will trust you with:

Success in this role involves:

• Proactively managing executive calendars by prioritizing scheduling requests, coordinating meetings and appointments, anticipating conflicts, and ensuring efficient use of executive time.
• Coordinating executive travel arrangements, including transportation, accommodations, itineraries, and related logistics.
• Preparing and processing executive expense reports in accordance with company policies and established deadlines.
• Preparing and coordinating executive meeting materials, agendas, presentations, and logistics to support productive and well-organized executive and leadership meetings.
• Planning and coordinating team offsites and special events, including venue selection, vendor coordination, catering, logistics, and onsite support.
• Organizing quarterly board meetings, ensuring all materials, scheduling, travel arrangements, and logistical details are coordinated and executed effectively.
• Arranging executive signatures and providing notary services to ensure compliance with legal requirements.
• Overseeing daily office operations, including office supplies, equipment, facilities, and vendor relationships to ensure an efficient and professional work environment.
• Managing office supply inventory and coordinating purchasing activities while promoting cost-effective use of resources.
• Answering and directing phone calls and managing the distribution and handling of office mail.
• Coordinating office maintenance, repairs, and facility-related services to support ongoing business operations.
• Maintaining accurate records, filing systems, and documentation in accordance with company standards and retention requirements.
• Ensuring compliance with company policies and office regulations.
• Assisting with special projects and initiatives by providing administrative and logistical support.
• Handling confidential information with the utmost discretion, confidentiality, and professionalism.
• Identifying opportunities to improve administrative processes and enhance the efficiency and effectiveness of executive and office support functions.

Your areas of knowledge and expertise:

The ideal candidate demonstrates:

• Demonstrated experience supporting senior executives and/or C-suite leaders in a fast-paced professional environment.
• Proven ability to exercise sound judgment, anticipate needs, and proactively resolve scheduling and logistical challenges.
• Experience coordinating executive travel, meetings, board meetings, and special events with exceptional attention to detail.
• Experience planning and executing team offsites, meetings, training sessions, and/or corporate events.
• Exceptional organizational and administrative skills, with the ability to manage multiple priorities, meet deadlines, and adapt to changing business needs.
• Strong written and verbal communication skills, including the ability to interact professionally with employees, executives, board members, vendors, and external stakeholders.
• Strong proficiency in Microsoft Office Suite; experience with expense management systems such as Concur and document management tools such as Adobe Acrobat preferred.
• Ability to work independently, prioritize tasks effectively, and maintain a high level of accuracy with minimal supervision.
• Demonstrated ability to handle confidential and sensitive information with discretion, professionalism, and integrity.
• Notary certification or ability to obtain certification within 90 days of hire.
• Ability to occasionally lift and transport office supplies, meeting materials, and event-related items weighing up to 30 pounds.
• Education: Bachelor's degree in Business Administration, Management, Communications, or a related field preferred; equivalent professional experience will be considered.
• Experience: Minimum of 5-7 years of experience in executive-level support, administrative support, office management, or a similar role.

What we are ready to offer you:

• Total compensation package dependent upon a number of factors, including candidate’s professional experience, candidate’s skills, position’s seniority level, department’s hiring budget, and position’s location.
• The salary range for this role is $38-$48/hour depending on experience
• Competitive annual bonus target based on individual and company performance.
• Health and welfare benefits, including medical, dental, vision, life, pet insurance, short-term and long-term disability insurance plans.
• 401(k) retirement plan with 5% employer matching.
• Flexible hybrid work schedule, including up to two remote workdays per week.
• 8 weeks paid family leave
• Health and wellness benefit; up to $500 annually.
• Free language lessons.
• Virtual yoga, breathwork and stretching sessions with colleagues via intranet.
• Educational reimbursement.
• Weekly paid lunches and daily snacks for in-office employees.
• Relocation assistance, as applicable.
• A diverse and inclusive global team with a strong culture focusing on employee health and wellbeing.

Are our values your values?

Are you ambitious enough to make a big impact in our business and beyond? Do you create meaningful solutions?

Do you believe that we succeed as a team? We collaborate honestly, friendly, and respectfully. We have fun and celebrate our successes. How about you?

Are you reliable? We create trust by taking on responsibility.

Do you inspire others with an open mind, courage, and innovation? We challenge the status quo.

Our values define our unique way of working together and give us direction in our daily actions.

At BayWa r.e. we are committed to providing an environment of mutual respect where mutual respect where equal employment opportunities are available to all applicants and teammates. We do not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, pregnancy, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.