Executive Assistant

Executive Assistant:

Fractal is looking for an Executive Assistant to support our CEO. In this role, you'll interact with all levels of our company as well as high-profile customers, partners, and associates.

As a successful Executive Assistant, you'll manage a wide range of administrative support-related tasks that optimize our CEO’s effectiveness and efficiency. You are resourceful, proactive, efficient, and maintain an approachable and professional presence to internal and external contacts.

The successful candidate will work from the company’s offices in Austin, Texas, alongside the CEO. The Executive Assistant is a key contributor to the CEO’s daily operations and must demonstrate the knowledge, skills, and ability to help the CEO meet the evolving demands of leading a renewable energy company.

About Fractal EMS

Fractal EMS is a software platform for renewable energy projects that includes controls, communication and cybersecurity. Fractal provides the following with in-house staff: controllers, networking, RTACs, cybersecurity, and HMI/Historian (with optional monitoring, maintenance and bid optimization). Fractal EMS provides full command, control, monitoring and management for a single renewable asset or fleet of renewable assets (located anywhere in the world). Fractal EMS was designed by experienced operators to maximize safety and profitability of renewable energy projects (solar, batteries, etc.). Learn more at: https://www.fractalems.com

Responsibilities

The dynamic nature of this role requires a candidate with exemplary time management skills, the ability to proactively anticipate the CEO’s needs as well as the ability to interact seamlessly with a professional demeaner and presence across a broad range of individuals. The successful candidate will handle confidential information and materials while exercising professionalism and discretion at all times. The ability to work independently with sound judgment is critical.

A minimum of five (5) years of consecutive, hands-on support, in an executive support role that mirrors the below duties and stellar professional references are required. Although there is a salary range, the salary will be commensurate with experience and may be adjusted accordingly:

· Work closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities

· Strategize regularly with the CEO, proactively handle matters, and follow-through on meetings, projects, and initiatives

· Serve as liaison between the CEO and clients, this includes receiving and screening calls and visitors with tact and diplomacy

· Oversee new hire onboarding

· Determine priority of matters for the attention of the CEO and ensuring deadlines are met

· Draft, review, and send professional communication on behalf of CEO

· Coordinate and schedule meetings and speaking engagements

· Coordinate domestic and international travel

· Exercise good judgment in planning and booking

· Ensure paper and electronic files are maintained and up to date as necessary

Requirements

· Bachelor’s degree or paralegal degree/certification

· Five years experience supporting executive roles

· Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook and Teams)

Other Qualifications (desired)

Experience in either of the following is highly desirable, salary will increase $10,000 - $20,000:

Accounting experience

· Accounts payable and accounts receivable processes, including invoice processing, vendor payments, customer invoicing, and collections process

· Perform Accounts Receivable to collect payments

· Investigate project variances and submit variance reports to management

· Research & resolve customer inquiries related to invoicing and payments

· Maintaining accurate customer records and account balances

· Support the month-end and year-end close processes, including the preparation of journal entries

· Collaborate with cross-functional teams to ensure accurate recording of financial transactions and proper expense allocation

· Assist with the implementation and maintenance of internal controls to safeguard company assets and ensure compliance with accounting standards

· Prepare supporting schedules and documentation for audits and tax filings

· Contribute to process improvements and efficiencies

· Perform ad-hoc financial analysis and reporting as requested

Paralegal or contract experience

· Responsible for creating, drafting, revising, amending, managing, and administering contracts

· Supports the contracts team by assisting with the monthly close processes

· Knowledge of standard contract language and terminology

· Route contracts for execution by management

· Maintain project-related records, including contracts, certificate of insurances, and sub-consultant documentation in the contract database

· Monitor contract performance and compliance, and resolve any issues or disputes that may arise

· Provide contract support and guidance to staff and answer contract-related inquiries or requests

· Conduct contract audits and analysis, and provide recommendations for contract improvement

· Liaise with customers and internal accounting to resolve AR and AP inquiries

· Perform routine and ad hoc reporting and analysis

Skills

· Superior attention to detail and ability to meet tight deadlines

· Ability to complete complex tasks quickly with little to no guidance and react with appropriate urgency to situations that require a quick turnaround

· Strong organizational, communication, and interpersonal skills

· Demonstrated ability to design and improve processes

· Ability to prioritize and handle multiple assignments at any given time

· High level of integrity and discretion

· Ability to work effectively with minimal supervision

· Strong organizational skills with the ability to prioritize tasks effectively

· Excellent written and verbal communication skills

· Exceptional customer service skills with a professional phone etiquette

Benefits

· 401(k)

· 401(k) matching (4%)

· Paid dental insurance

· Flexible schedule

· Paid health insurance

· Paid time off

· Professional development assistance

Why Fractal

Be a part of a team that's not just about software, but about making a difference. If you resonate with our mission and have the skills and passion we're looking for, apply now to be the next member of our world changing team. You will be part of a profitable company with a startup culture. Fractal has a great work environment and awesome coworkers. You will help clients with impactful projects, and you will have travel opportunities to nice destinations for major industry conventions and customer visits.

Fractal provides competitive salaries, 401K with match, personal days, flexible work schedule, maternity/paternity leave, medical and dental (Fractal pays full cost), and annual laptop stipend.

Contact Us

If you believe you'd be a good fit for this role, please submit an updated resume

Job Type: Full-time

Pay: $75,000.00 - $90,000.00 per year

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Ability to Commute:

• Austin, TX 78735 (Required)

Ability to Relocate:

• Austin, TX 78735: Relocate before starting work (Preferred)

Work Location: In person