Executive HR Assistant

Brightcore Energy provides end-to-end energy efficiency and clean energy measures to commercial, industrial, and institutional clients. We have the intellectual and financial capital to develop, implement, fund, and maintain clean energy solutions. Our diverse solutions range from lighting and other energy efficiencies to renewable energy solutions such as solar, battery storage and geothermal. Brightcore Energy provides our clients with immediate cost savings and revenue potential without the need for any capital investment. We are about Building Energy Performance.

Summary/Primary Role:

The Executive/HR Assistant will serve as the point person for the Executive team and provide support to the Human Resources function. This role will have responsibility for calendar management, travel & expense, and general office management functions. This role will work in conjunction with the recognition and engagement committee to lead team event planning, ordering office supplies, and work with the Director of Facilities for proper space allocation. This individual must have strong attention to detail, be assertive, and have a strong sense of urgency. The position will report to the VP, Human Resources.

Principal Duties & Responsibilities:

(Management may amend or assign duties and responsibilities to this job at any time)

• Proactively manages calendars using thorough understanding of department and leadership priorities. Ability to anticipate the needs of leaders and teams in order to manage and problem solve all logistics with a larger scope and greater impact if scheduling conflicts occur.
• Fully responsible for logistics/execution of internal meetings. Acts as the contact for external meetings and is responsible for collaborating with external vendors to manage and negotiate contracts for off-site meetings as well as managing meeting/event budgets within the approval limit.
• May act as point person to gather agenda items and may collect slides from multiple individuals in order to provide a complete slide deck and materials for meetings/events.
• Handles travel and expense reports for their clients, and additional clients in the department as needed.
• Updates department contact lists/org charts as needed. Proactively manages and updates content on company Intranet page.
• Responsible for proactively monitoring purchase order requests and may be responsible for gathering expense requests. May also submit requisitions and coordinate tracking of departmental deadlines.
• May lead the preparation, onboarding, and assimilation for new employees within the department(s), including coordination with IT and Facilities. Assists with department space planning.
• Anticipate and makes recommendations for catering for internal and external meetings.
• Coordinate and maintain schedules; arrange meetings and reservations and handle appointment conflicts effectively
• Other duties and responsibilities as assigned.

Qualifications:

(The following are representative of the education, experience, knowledge, skills, or ability required for this position)

• Associate degree or higher is required.
• At least 3 years of executive level support experience.
• Must be a quick learner, can cope and make good decisions despite change and ambiguity; handles risk and uncertainty with composure and shifts when necessary.
• Strong communication skills, written and verbal.
• Exceptional attention to detail.
• Self-motivated, highly organized, and able to manage multiple priorities with limited supervision.
• Proficient with Microsoft Office Suite or related software.
• Highly collaborative within the department(s) of support as well as being sought out by peers cross-functionally.
• Written and verbal communication skills are essential; ability to interact across all levels of employees and management while maintaining confidentiality.
• Demonstrated organizational knowledge and ability to understand department and leader priorities while potentially supporting groups with increasingly complex responsibilities.
• Highly independent and shows advanced judgment and problem-solving skills.
• Works comfortably with all levels in the organization including executives.

Supervisory Responsibility:

This position does not have supervisory responsibility.

Expected Hours of Work:

An Employee must work a minimum of thirty (30) hours each week to maintain full-time status for benefits purposes, however the expectations of the position will require an average of forty (40) hours with overtime required as scheduled. The salary range and/or hourly rate listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job advertisement and may be modified in the future. When determining an employee's base salary and/or rate, several factors may be considered as applicable (e.g., location, specialty, years of relevant experience, education, credentials, and internal equity). Brightcore also offers a comprehensive set of benefits to complement the base salary. The base salary hiring range for this position is $75,000-$90,000 per year.

Travel Requirements:

• There are no travel requirements.

Work Environment:

• Office setting.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• This is a non-safety sensitive position.

Drug & Alcohol-Free Workplace:

Brightcore Energy is committed to a safe workplace free of drugs and alcohol. All Brightcore Energy positions require a pre-employment background check that includes prior employment verifications, a criminal history check, and a pre-employment drug screen.

In accordance with DOT regulations (49 CFR § 40.25), Brightcore Energy is required to obtain prior drug and alcohol testing records for applicants/employees intending to perform safety-sensitive duties for covered Department of Transportation positions. If an applicant/employee refuses to provide written consent for Brightcore Energy to obtain these records, the individual will not be permitted to perform safety-sensitive functions.

Office/Remote Work Guidelines:

Recognizing the success of remote work, Brightcore operates in a hybrid model. Eligible employees will have the option to work remotely for two (2) days per week at their discretion, with final approval by their direct supervisor. This policy is subject to change at Brightcore's discretion.

Brightcore Health Benefits Overview:

Brightcore offers a full slate of medical, dental, and vision benefits including options to enroll in a Flexible Spending Account (FSA).

401k Plan:

Brightcore currently offers both traditional and Roth 401k plans with a dollar-for-dollar match of up to 3% of contributions and $0.50 on the next 2% for a total potential match of 4% annually.

Other Benefits & Perks:

• Unlimited PTO
• Commuter Benefits
• Financial Wellness Benefits
• Benefit Concierge Program through Health Advocate
• EAP - Employee Assistance Program
• Disability, Life, & AD&D Benefits
• Access to Marketplace for Discounted Goods & Services

Brightcore Energy is committed to bringing together individuals from different backgrounds and perspectives.

Brightcore Energy is an Equal Opportunity Employer, providing equal employment and advancement opportunities to all individuals. We recruit, hire and promote into all job levels the most qualified applicants without regard to race, color, creed, national origin, religion, sex (including pregnancy), parental status, age, disability, genetic information, citizenship status, veteran status, gender identity or expression, transgender status, sexual orientation, marital, family or partnership status, political affiliation or activities, military service, domestic violence victim status, sexual or reproductive health decisions, caregiver status, traits historically associated with race, including but not limited to hair texture and protective hairstyles or any other status protected under applicable federal, state and local laws. Brightcore Energy is committed to providing equal employment opportunities to all aspects of employment, including job assignment and compensation.

We respect the laws enforced by the EEOC and are dedicated to going above and beyond in fostering diversity across our company.

This provides a general overview of the expectations and basic duties of the job and is not a comprehensive list of all duties and responsibilities. Brightcore Energy will assign additional duties and tasks that it deems necessary to meet the requirements of the position. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.