Executive Assistant

About the role

The Executive Assistant serves as the COO's primary administrative partner, managing inbox triage, calendar, travel, correspondence, meeting preparation, and the steady flow of follow-up commitments that arise from working closely with directors, executive leadership, and external partners across multiple continents.

Responsibilities

• Inbox and Correspondence Management
• Triage the COO's inbox daily, distinguishing items requiring the COO's direct attention from items that can be handled, delegated, deferred, or filed;
• Maintain a clear and current view of outstanding correspondence;
• Draft first-pass responses to routine correspondence in the COO's voice, including acknowledgments, scheduling responses, internal coordination notes, and follow-up requests;
• Routinely route drafts for the COO's review and approval where appropriate;
• Track commitments made by the COO and by counterparts in correspondence;
• Ensure that promised actions and follow-ups are tracked to completion;
• Maintain orderly filing of significant correspondence, contracts, and reference documents using the organizational tools the COO and operations team use day to day.
• Calendar and Meeting Management
• Own the COO's calendar end to end, including scheduling, rescheduling, conflict resolution, and time-blocking for focused work;
• Maintain awareness of priorities so that scheduling decisions reflect what matters most rather than first-come-first-served;
• Cook up meetings across multiple time zones, including with counterparts in Europe and Asia, balancing the COO's schedule against the practical realities of international coordination;
• Prepare the COO for meetings with relevant context — prior thread history, attendee background, agenda items, open questions, and any commitments or follow-ups outstanding from prior interactions;
• Capture meeting notes and action items where the COO is unable to do so, or where a written record will serve subsequent follow-through;
• Circulate to relevant parties as appropriate.
• Follow-Up and Commitment Tracking
• Maintain a comprehensive view of items the COO owes to directors, executive leadership, customers, partners, and external counterparts;
• Surface commitments that are at risk of slipping before they become problems;
• Coordinate with the operations team — including directors and operational support staff — on shared tracking artifacts and recurring reporting cadences;
• Identify patterns in commitment slippage and proactively suggest process adjustments that reduce administrative friction over time.
• Travel and Logistics
• Coordinate the COO's travel end to end, including flights, accommodations, ground transportation, and the practical logistics of multi-day, multi-location trips spanning customer sites, manufacturing partner facilities, and ThermalWorks locations;
• Manage expense reporting, receipt tracking, and reimbursement workflows in accordance with company policy;
• Coordinate logistics for visitors hosted by the COO, including dignitaries, customers, partners, and prospective hires.
• Project and Information Support
• Support the COO on recurring deliverables, including reports to executive leadership, presentations, summary documents, and structured communications to the operations team;
• Conduct light research and information-gathering on the COO's behalf — pulling together background on counterparts, products, suppliers, or industry context as preparation for meetings or decisions;
• Maintain and update organizational artifacts that depend on regular curation, including org charts, contact lists, distribution groups, and similar reference documents;
• Cook up with other Executive Assistants and administrative staff within ThermalWorks and at parent and partner organizations as required.
• Discretion and Judgment
• Handle confidential and sensitive information — including personnel matters, commercial terms, customer relationships, internal organizational decisions, and parent-company communications — with absolute discretion;
• Exercise judgment about what information to share, with whom, and when;
• Recognize that the value of an executive assistant comes substantially from knowing what does not need to be said as much as from knowing what does;
• Maintain professional composure and confidentiality during organizational changes, sensitive negotiations, personnel transitions, and high-pressure situations.

Requirements

• Five to ten years of progressive experience as an executive assistant, executive secretary, or chief of staff support role, with at least three years supporting a C-suite or equivalent senior executive;
• Demonstrated experience supporting an executive who is hands-on and detail-oriented; comfort working for a principal who has high standards and direct opinions about how work is done;
• Demonstrated experience managing inbox triage, complex multi-time-zone calendars, and travel coordination at the executive level;
• Demonstrated experience tracking commitments and follow-ups across multiple concurrent threads, with a working method for ensuring nothing of consequence is dropped;
• Demonstrated experience drafting professional correspondence on behalf of a senior executive, including the ability to match the executive's voice in tone, level of detail, and degree of formality.

Skills & Requirements

• Advanced proficiency in Microsoft Outlook, including inbox rules, calendar management across time zones, distribution lists, and shared mailboxes;
• Advanced proficiency in Microsoft Word and PowerPoint for document preparation, formatting, and presentation development;
• Strong working knowledge of Microsoft Excel, including pivot tables and the construction of tracking and reporting workbooks;
• Working knowledge of collaboration platforms used in modern operations work, including SharePoint, OneDrive, Microsoft Teams, and equivalent tools;
• Working knowledge of expense management and travel booking platforms used at the corporate level.

Professional Skills

• Exceptional written communication skills, with the ability to produce polished correspondence in a variety of registers — from brief internal coordination notes to formal communications with customers, partners, and executive counterparts;
• Strong verbal communication skills, including the ability to handle phone calls and in-person interactions with executive, customer, supplier, and partner counterparts at the level of professionalism the role requires;
• Exceptional organizational discipline; comfort working with structured information at scale and maintaining systems that survive contact with operational reality;
• Anticipation and proactivity — the ability to recognize what the executive will need before being asked, and to prepare for it without requiring instruction;
• Ability to operate with substantial autonomy in a remote environment, maintain steady communication with the COO and the broader team, and exercise judgment in the absence of explicit instruction;
• Ability to receive feedback from a principal who knows the work well, internalize it, and grow into the role over time; comfort with the reality that the first months of any new executive assistant relationship require active calibration;
• Calm professional presence in moments of pressure, urgency, or organizational sensitivity;
• Discretion as a core professional value.

About Our Parent Company, Endeavour Energy

Endeavour is the main hub—a self-sustaining incubation platform for innovation—within a larger ecosystem focused on sustainable infrastructure. It provides the space, time, and all necessary resources to take advanced technologies from ideation through development to launch. Every day we are helping innovators to develop and launch global solutions to tackle global challenges, which is no easy task. Our teams work extremely hard because we all believe in Endeavour’s mission: to guarantee clean water and renewable energy to everyone, everywhere. We are working hard to decentralize infrastructure and deploy innovative energy, water, and waste treatment solutions that are more sustainable and more profitable than those currently in existence. Our team of passionate change-makers want to leave the world better than the way we found it.