Executive & Office Administrator

Voltera is looking for a highly organized, proactive, and service-oriented Executive & Office Administrator to provide high-level administrative support to our CEO and Executive Leadership Team while keeping our Brooklyn office running smoothly.

This role will oversee day-to-day workplace operations, manage complex executive scheduling and meeting logistics, and partner with the People Team on company-wide events and offsites. The ideal candidate is a resourceful self-starter who anticipates needs, communicates effectively, and brings strong organization and follow-through to a fast-moving environment.

WHAT YOU’LL DO:

• Own the day-to-day operations of Voltera’s Brooklyn office, ensuring the space is organized, welcoming, stocked, and ready for employees and visitors.
• Manage incoming and outgoing mail and packages, including sorting, distributing, filing, and coordinating shipments as needed.
• Coordinate office lunches, catering, snacks, supplies, repairs, and other workplace needs; serve as the primary contact for building management and office vendors.
• Prepare conference rooms and shared spaces for executive, Board, customer, candidate, and company-wide meetings, including coordinating materials, technology, catering, and day-of logistics.
• Support the Executive Leadership Team, including owning and managing the CEO’s calendar, prioritizing requests, coordinating travel, and scheduling internal and external meetings.
• Partner with the People Team to coordinate All Hands meetings, team events, employee engagement activities, new-hire onsite logistics, and company offsites, including venues, travel, meals, materials, attendee tracking, and onsite support.
• Maintain workplace calendars, trackers, files, and documentation; identify opportunities to improve office processes and partner with People, IT, Security, Finance, and other teams to support a seamless employee experience.
• Perform additional responsibilities as assigned.

MUST-HAVE:

• 5+ years of experience in office management, workplace operations, executive assistance, administrative support, People Operations, or a similar role.
• Experience supporting senior executives and coordinating complex calendars, meetings, and event logistics.
• Experience coordinating Board meetings, company offsites, All Hands meetings, or other large-scale employee events.
• Strong organizational and project management skills, with exceptional attention to detail and reliable follow-through.
• A proactive, service-oriented approach and the ability to anticipate needs, identify gaps, and take ownership with limited direction.
• Excellent written and verbal communication skills, with the judgment and professionalism to work with employees, executives, Board members, and external partners.
• Ability to manage multiple priorities, adapt quickly as needs change, and handle confidential or sensitive information with discretion.
• Proficiency with Microsoft 365, including Outlook, Word, Excel, and PowerPoint
• Ability to work from Voltera’s Brooklyn office at least three days per week, with additional onsite availability for key meetings and events.

NICE-TO-HAVE:

• Experience working in a fast-paced, growing, or entrepreneurial organization.
• Familiarity with workplace access, visitor management, vendor management, or facilities-related processes.
• Experience supporting hybrid or geographically distributed teams.
• Interest in sustainability, transportation, energy, or climate technology.

LOCATION:

• Brooklyn, NY — Hybrid, with a minimum of three days per week in the office and additional onsite presence as needed for important meetings, events, or business needs.

• Competitive base salary
• Annual bonus opportunity
• Incentive equity compensation
• Comprehensive medical, dental, and vision insurance
• 401(k) with company matching
• Unlimited vacation time
• 11 paid company holidays
• Monthly health and wellness stipend
• Monthly phone and internet stipend
• Paid Parental Leave
• Electric vehicle incentive

Candidates must be legally authorized to work in the United States.