Executive Assistant / Systems Management

Primary Role – Executive Assistant & Systems Management

Manage and maintain internal documentation in Confluence

Update processes and procedures after meetings or operational changes

Organize and maintain company systems and internal documentation

Break down processes into clear step-by-step instructions

Add screenshots and detailed documentation where needed

Ensure systems and procedures remain organized and up to date

Goal:
Maintain organized and updated systems so leadership and the team can easily follow processes and operate efficiently.

Secondary Role – Project Management & Accountability

Break projects into clear tasks and timelines

Track task progress and follow up with team members

Ensure delegated tasks are completed on time

Maintain accountability across internal projects

Identify delays or blockers and report them to the CEO

Help close execution gaps by ensuring action items are completed

Goal:
Keep projects moving forward so the CEO can focus on higher-level strategic work.

Executive Support Responsibilities

Manage CEO inbox (Gmail)

Draft introduction emails and networking messages

Conduct research for partnerships or outreach

Assist with travel arrangements and expense reports

Support CEO with networking requests and professional favors

Join meetings when needed and capture action items

Goal:
Handle executive administrative tasks so the CEO can focus on leadership, strategy, and growth.

Systems & Reporting Support

Help maintain alignment between job descriptions, metrics, and reports

Assist in reviewing internal reporting systems

Track operational metrics and ensure reporting accuracy

Identify gaps between expected performance and actual results

Proactively flag issues that need leadership attention

Goal:
Ensure reporting systems and operational metrics remain accurate and aligned with company expectations.

Optional Support – Product Testing

Run test scripts for the companys software product

Verify system behaviors and workflows

Document issues with screenshots and notes

Provide feedback on test results

Goal:
Support the internal team by helping validate product functionality and documenting any issues.

Systems Used

Confluence

Gmail

Internal software product (solar installer platform)

Important Skills

Strong organizational and documentation skills

Project management and task tracking experience

Executive assistant experience

Strong written communication

Ability to research and synthesize information

Process-oriented and detail-focused

Proactive and results-driven