Executive Assistant

We are seeking a proactive, highly organized Executive Assistant to primarily support the leadership team at Heartland Joule, LLC, with occasional support for its sister company, Alt Spec UAS Services, LLC. These two dynamic companies work across energy innovation and unmanned aerial systems. This hybrid role will provide essential administrative support, with day-to-day responsibilities focused on Heartland Joule.

Ideal candidates are dependable, responsive, detail-oriented, and tech-savvy professionals who can manage multiple priorities with discretion and professionalism.

Key Responsibilities:

Administrative Support

• Manage calendars, coordinate internal and external meetings, book reservations, and help prioritize or arrange coverage for competing commitments.
• Coordinate business travel, including flights, lodging, transportation, itineraries, and expense reporting.
• Prepare, edit, and format documents, reports, and presentations.
• Support email correspondence, track action items, and follow up on outstanding tasks.
• Maintain contact lists and assist with routine client, partner, and vendor coordination.
• Maintain organized digital filing systems and confidential records.
• Assist with basic bookkeeping, invoice processing, and contract administration.
• Support the Business Manager with HR coordination, including interview scheduling, onboarding logistics, equipment orders, and employee communications.
• Work with the Business Manager and project teams to collect information, track administrative deliverables, and follow up on missing inputs.
• Coordinate office needs, including supplies, marketing materials, deliveries, and service providers.
• Help maintain reliable operation of office equipment, including A/V systems and printers, by coordinating with vendors as needed.
• Organize team events, company gatherings, client gifts, and employee recognition activities.
• Answer and screen calls to corporate phone numbers.
• Manage access to the San Diego office, including access credentials, visitor coordination, and updates as employees join, leave, or visit.
• Serve as the primary contact for the local property manager, coordinating communications, maintenance requests, repairs, and other facility needs.
• Maintain company social media pages, including LinkedIn, by coordinating content, drafting and scheduling posts, and keeping company information current.
• Support special projects, research, and process improvements as needed.
• Provide occasional administrative support to Heartland Joule’s sister company, Alt Spec UAS Services.

Personal Assistant Duties

• Help coordinate personal appointments and family calendar commitments alongside the founder’s business schedule.
• Assist with occasional family travel planning, reservations, and itineraries.
• Coordinate household service appointments, deliveries, and vendors.
• Assist with occasional errands, purchases, returns, gifts, and event planning.
• Help organize school, activity, and family scheduling information and coordinate with existing caregivers as needed.
• Provide other light personal administrative support as requested, with company and executive responsibilities remaining the primary focus.

Qualifications:

• Proven experience in an executive assistant, administrative, or operations support role
• Strong organizational and time-management skills
• Excellent written and verbal communication
• Comfortable working independently and managing multiple priorities
• Tech-savvy (proficient with Microsoft Office and digital collaboration tools such as Monday.com)
• Reliable transportation and valid driver’s license required
• Maintain confidentiality and discretion at all times

Nice to Have:

• Experience supporting executives in small businesses or startups
• Familiarity with accounting and task platforms (e.g., QuickBooks online, Monday.com)
• Previous hybrid/remote work experience
• Interest in energy, aviation, and/or technology

Benefits if hired full-time

• Medical insurance
• Dental insurance
• Vision insurance
• Voluntary life insurance
• Paid time off

Pay: $18.00 - $30.00 per hour

Expected hours: 20.0 – 40.0 per week

Benefits:

• 401(k)
• 401(k) matching

Work Location: Hybrid remote in San Diego, CA 92131