Executive Assistant

As an Executive Assistant at Fluence, your primary responsibilities will involve providing administrative support to our Senior Leadership Teams. This includes managing calendars, scheduling meetings, arranging travel, and coordinating communications with stakeholders. Additionally, you'll assist in special project management, document preparation, and meeting coordination, all while ensuring confidentiality and discretion.

Fluence seeks candidates for the Executive Assistant position with at least an Associates or Bachelor’s degree. You should have demonstrable experience in administrative support, excellent organizational skills, and robust computer proficiency, particularly with Excel and PowerPoint. Strong communication skills and the ability to manage multiple priorities effectively are also essential.

Success in the Executive Assistant position at Fluence is defined by the effective management of executive-level administrative tasks, timely and efficient communication across teams, and the successful execution of special projects. Demonstrating your ability to handle sensitive information discreetly and your capacity to thrive under pressure will also contribute to your effectiveness in this role.

To stand out as an Executive Assistant at Fluence, you should excel at organization and time management. Strong problem-solving skills, attention to detail, and a proactive approach to handling tasks will be advantageous. Additionally, having robust computer skills—including experience with tools such as Salesforce and PowerBI—will further enhance your candidacy.

At Fluence, you can expect a company culture that values creativity, diversity, and inclusivity. The team is committed to empowering employees through trust and open communication, ensuring a fun and supportive work environment. Your contributions as an Executive Assistant will directly influence our mission to transform the way we power the world sustainably.

In answering this question, highlight your ability to prioritize competing demands effectively. Discuss specific tools or software you have used for calendar management, and provide an example of how you handled a particularly challenging scheduling situation.

Employ the STAR method to structure your response. Share a specific scenario where you successfully managed multiple assignments, emphasizing the strategies you implemented to maintain quality and detail in your work.

Focus on your understanding of confidentiality in professional settings. Provide an example, ensuring to detail how you communicated sensitive information while assessing the need for discretion and respect for all involved parties.

Mention tools like Excel, PowerPoint, and any project management software you have experience with. Give examples of how you utilized these tools in previous roles to improve efficiency or communication within a team.

Discuss your method for task prioritization, such as the Eisenhower Box or other frameworks. Share an illustrative example to show how you've successfully navigated high-pressure situations while staying organized.

Explain your process for meeting preparation, from gathering necessary information and creating agendas to organizing materials. Emphasize how your organizational skills contribute to effective meeting outcomes.

Demonstrate your communication strategy, including methods for clarifying roles and responsibilities. Provide an example of a situation where your communication skills improved collaboration among various parties.

Share any specific project management techniques or software you utilize. Describe a successful project experience, focusing on your role and the management practices that led to its success.

Talk about your ability to take initiative and lead by example within your role. Identify instances in your prior roles where you motivated or inspired your team, even in an administrative capacity.

This is your chance to express enthusiasm for Fluence and its mission. Highlight how your personal values align with the company's goals, and mention specific aspects of Fluence's culture that resonate with you.