Executive Assistant

About the role

IPX Power seeks a highly skilled and proactive Executive Assistant to provide seamless support to three of IPX’s Executives - COO, CCO, and CAO. This role is pivotal in ensuring smooth operations at the highest levels of leadership, requiring exceptional organizational skills, strategic problem-solving, and impeccable discretion.

Responsibilities

• Orchestrate comprehensive administrative support to ensure the seamless daily operations of the three executives (COO, CCO, and CAO).
• Proactively manage complex executive calendars, coordinating meetings and sophisticated international travel across multiple time zones, and strategically resolving conflicts.
• Implement time management strategies to optimize executive focus and minimize calendar overruns.
• Efficiently process and reconcile expense reports to adhere to company policies.
• Provide dedicated on-site administrative and logistical support during company-wide meeting weeks.
• Manage and prioritize confidential correspondence, draft high-level communications, prepare comprehensive briefing materials, and coordinate external executive meetings with counterpart EAs.
• Serve as a strategic partner, prioritizing critical tasks and rigorously managing executive access to ensure maximum time efficiency.
• Cross-functional collaboration & Event Coordination
• Act as the principal liaison for internal teams and external stakeholders, ensuring professional and timely communication and accountability.
• Anticipate executives’ needs ahead of meetings, compiling critical information and briefing materials.
• Collaborate with leadership and cross-functional teams to successfully plan and execute high-impact corporate events, fostering key relationships with strategic partners and stakeholders.
• Operational Excellence & Problem-Solving
• Proactively identify opportunities to optimize processes, improve efficiency, and enhance executive workflows.
• Exercise sound judgment and discretion, ensuring alignment with company policies and executive preferences.
• Oversee and drive special projects as assigned, demonstrating precision, adaptability, and the ability to balance competing priorities.

Requirements

• 5+ years of experience providing high-level executive support to C-suite leaders.
• Bachelor’s degree in Business, Administration, or a related field.
• Demonstrated proactive, resourceful mindset and proven ability to anticipate needs and drive swift problem resolution.
• Exceptional organizational and prioritization skills, with proven ability to manage complex, competing priorities while maintaining meticulous attention to detail.
• Strong communication and relationship-building abilities, engaging effectively with executives, board members, and key stakeholders.
• Expert proficiency in Slack, Google Workspace (Slides and Sheets), PowerPoint, Excel, and other productivity tools.
• Impeccable standards of confidentiality, discretion, and emotional intelligence, establishing you as a trusted partner to leadership.
• Ability to work independently and collaboratively, thriving in a fast-paced, high-expectation environment.
• Track record of successful project oversight, management, and accountability.

Qualifications

• Track record of successful project oversight, management, and accountability.

Skills

• Expert proficiency in Slack, Google Workspace (Slides and Sheets), PowerPoint, Excel, and other productivity tools.
• Strong communication and relationship-building abilities, engaging effectively with executives, board members, and key stakeholders.
• Proven ability to manage complex, competing priorities while maintaining meticulous attention to detail.
• Proactive mindset and proven ability to anticipate needs and drive swift problem resolution.

Benefits

IPX Power offers a competitive total rewards package, including:

• Compensation: USD $160,000- $195,000 (total compensation includes base salary + bonus)
• Health & Wellness: 100% premium coverage for you and your dependents on medical, dental, and vision
• Time to Recharge: Unlimited PTO, plus two company-wide breaks (Fourth of July & end of year)
• Family Support: Up to 12 weeks of fully paid parental leave, plus 6 additional weeks for birth parents; access to family planning support via Carrot and Maven
• Mental Health: Free access to Spring Health which includes 5 free Therapy & psychiatry sessions, plus a Headspace account for mindfulness and meditation through our physical health vendor, Wellhub+
• Retirement: 3% non-elective employer contribution to your 401k or RRSP, ensuring your financial future is on the right track
• Perks & Extras: $150 monthly food stipend, $150 monthly reimbursement for cell phone/ internet, pet insurance allowance, full home office setup and free access to UrbanSitter with $625 in quarterly paid company credits, ActiveHero, and One Medical

Pay

USD $160,000- $195,000 (total compensation includes base salary + bonus)

Schedule

Full-time position

Equal Employment Opportunity

IPX Power is committed to maintaining a workplace where all individuals are treated with dignity and respect. We are an equal opportunity employer and do not discriminate against any employee or applicant on the basis of age, ancestry, citizenship, color, family or medical leave status, gender identity or expression, genetic information, immigration status, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran or military status, race, ethnicity, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected under applicable federal, state, or local law.