Executive Assistant/Office Manager

Position Summary

The Executive Assistant / Office Manager provides high-level administrative support to senior leaders while overseeing office operations to ensure efficiency and organization. This role manages complex calendars, travel logistics, communications, and administrative processes to maximize executive productivity and support overall business operations.

The role also serves as a key point of coordination for office management, facility oversight, and company administrative functions, ensuring a professional and well-organized work environment.

Key Responsibilities

Calendar & Email Management

• Manage complex and dynamic executive calendars, prioritizing meetings and resolving scheduling conflicts
• Coordinate internal and external meetings across multiple time zones
• Manage executive inbox, including screening emails, drafting responses, and prioritizing communications
• Handle incoming calls, mail, and general correspondence

Travel and Logistics

• Coordinate domestic and international travel, including flights, hotels, ground transportation, and itineraries
• Arrange business meals and meeting logistics
• Manage long-term and short-term housing arrangements as needed
• Ensure travel plans are cost-effective and aligned with company policies

Document Preparation

• Prepare reports, presentations, spreadsheets, and executive correspondence
• Assist with formatting and editing of internal and external documents
• Maintain organized filing systems (electronic and physical)

Project & Event Support

• Organize and coordinate meetings, leadership sessions, and company events
• Support planning and execution of trade shows and company off-sites
• Track action items and follow-ups for key projects

Administrative Tasks

• Manage expense reporting and reimbursement processes
• Handle company errands and general administrative support tasks
• Maintain company asset tracking for assigned equipment (e.g., laptops, phones)
• Coordinate with vendors for company phone and IT service contracts

Building & Office Management

• Support build-out and setup of new office or warehouse facilities
• Coordinate office organization, supplies, and workspace setup
• Track and manage lease-related obligations and facility maintenance responsibilities
• Ensure office operations run smoothly and efficiently

Required Qualifications

Education

• Associate’s or Bachelor’s degree in Business Administration or related field preferred

Experience

• Minimum of 2 years of experience in an administrative role supporting management or executives

Technical Knowledge Requirements

• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook)
• Experience with CRM systems and administrative tools
• Familiarity with AI tools and platforms
• Strong organizational and documentation management skills

Core Competencies

• Exceptional organizational and time management skills
• Strong ability to prioritize and anticipate executive needs
• Excellent written and verbal communication skills
• High level of discretion and integrity in handling confidential information
• Strong attention to detail and problem-solving abilities
• Ability to multitask in a fast-paced environment

Travel Requirements

• Minimal travel required – 10-15%

Preferred Qualifications

• Experience supporting senior leadership in a corporate environment
• Experience in a startup or fast-paced operational environment
• Office management or facility coordination experience

Success Metrics (KPIs)

• Executive calendar efficiency and scheduling accuracy
• Timeliness and accuracy of administrative deliverables
• Travel coordination effectiveness and cost management
• Office operations efficiency and organization
• Responsiveness and communication effectiveness

Reporting Structure

• Reports to: US Country Manager
• Works closely with:
• Senior Leadership Team
• Operations
• Finance
• HR
• IT / Vendors

About FIMER

FIMER, a brand of MA Solar, is one of the world’s leading manufacturers of renewable energy solutions. Specializing in solar inverter production, FIMER offers a broad portfolio of innovative products serving utility-scale, commercial, and residential markets. With two global production sites in Italy and India, along with regional training centers worldwide, FIMER operates at the forefront of the global energy transition—delivering reliable, high-performance solutions that support a more sustainable future.

Equal Opportunity Employer

FIMER US is an equal opportunity employer committed to fostering a diverse and inclusive workplace. All qualified applicants will receive consideration without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, or any other protected characteristic.

Pay: From $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Application Question(s):

• How many years of experience do you have supporting senior executives (Director level or above)?
• How many years of experience do you have managing complex calendars across multiple time zones?
• Do you have experience coordinating domestic and international travel for executives?
• Do you have experience with office management, facility coordination, or office setup?
• Are you able to work onsite in Gastonia, NC?
• Which tools have you used regularly? (Select all that apply)
• Do you have experience working in a startup or fast-paced environment?
• Do you have experience managing an executive’s email inbox (drafting responses, prioritizing)?

Work Location: In person

Salary : $50,000