Senior Executive Assistant

About Mainspring Mainspring Energy manufactures and delivers fuel-flexible, low-emissions local power solutions that rapidly add new capacity and deliver reliable, affordable, and sustainable electric power. The company began commercial shipments of its Mainspring Linear Generators in 2020 and today has hundreds of megawatts in advanced development and field operations for leading Fortune 500 companies, data centers, and utilities. Mainspring also partners with global energy leaders including AEP, NextEra Energy Resources, Schneider Electric, and more. The core values that ground our work, guide our decisions, and connect us together: Pragmatic Optimism Excellence without Ego Proactive Collaboration Job Overview We are seeking a highly proactive, detail-oriented, and adaptable Senior Executive Assistant to provide high-level administrative, operational, and strategic support to members of our Executive Leadership Team. Reporting directly to the SVP, People Operations, this role will initially support the Chief Financial Officer (CFO) and General Counsel, and will expand to two additional executives.

In this role, you will act as a trusted operational partner, force multiplier, and active collaborator across the business. Operating in a fast-paced environment, you will work closely with other Executive Assistants to foster an open, aligned, and collaborative administrative network. The ideal candidate anticipates needs before they arise, exercises exceptional judgment, and manages complex schedules, travel, and confidential communications with seamless precision and diplomatic tact.
Key Responsibilities

Executive & Calendar Management

Complex Scheduling: Manage, align, and balance complex calendars for supported executive leaders, proactively resolving scheduling conflicts and optimizing their daily time

Meeting Preparation: Prepare detailed briefing materials, agendas, background research, and presentations ahead of leadership meetings, board discussions, and external partner interactions

Confidential Communications: Screen and prioritize incoming requests and communications; draft professional correspondence and navigate highly sensitive or confidential inquiries with complete discretion, tact, and diplomacy

Travel & Expense Coordination

Travel Logistics: Coordinate complex, multi-leg domestic and international travel arrangements, including flights, accommodation, ground transportation, itineraries, and travel documentation

Expense Management: Track, compile, and reconcile monthly expense reports and credit card statements in full alignment with company finance policies

Administrative Partnership & Collaboration

EA Network Collaboration: Partner closely with other Executive Assistants across the organization to ensure seamless cross-functional alignment, shared best practices, coverage support, and cohesive communications across all executive functions

Operational & Project Support: Drive or assist with special administrative initiatives, leadership projects, and executive-led programs from kickoff through execution

Cross-Functional Connection: Build strong, collaborative relationships across teams (People Ops, Finance, Legal, Operations) to keep internal workflows transparent and information moving smoothly

Qualifications & Requirements

Experience: 7+ years of experience supporting executive leadership (C-suite, General Counsel, VP level), ideally within a fast-paced, high-growth environment

Reporting Structure: Experience reporting into HR/People Operations while partnering across multiple senior executive stakeholders

Work Arrangement: Ability and willingness to work a hybrid schedule (on-site 4 days/week in our Menlo Park,CA office)

Technical Skills: Advanced proficiency in Google Workspace; experience with expense platforms (e.g., Concur, Ramp, Brex) and project management platforms (e.g., Asana, Notion)

Communication & Discretion: Exceptional written and verbal communication skills; absolute integrity and mature judgment when handling confidential financial, legal, and personnel matters

Collaboration & Problem-Solving: Strong team-player orientation with a track record of building positive relationships with fellow EAs, internal teams, and external stakeholders under fast-paced conditions

Preferred Qualifications

Bachelor’s degree in Business Administration, HR, Communications, or a related field

Experience supporting Finance and/or Legal executive functions

Background in coordinating hybrid leadership retreats, offsites, or company-wide events

Does your experience not meet all of our posted requirements? Studies have shown that some people are less likely to apply to positions unless they meet every listed requirement. At Mainspring, we are committed to building a diverse, inclusive, flexible, and collaborative environment, so if you want to help us transition the world to clean and affordable electricity, and don’t meet all posted requirements for a particular role, we’d still love to hear from you. Mainspring can sometimes be flexible enough to shift responsibilities for the right person, or otherwise identify open or upcoming roles that may better fit your professional background. In more traditional words, Mainspring Energy, Inc is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability. This compensation and benefits information is based on Mainspring Energy's estimate as of the date of publication and may be modified in the future. We generally do not negotiate on salary once we have made an offer. The level of pay within the range will depend on a variety of job-related factors that may include location, relevant prior experience and/or education, or particular skills and expertise. New hires joining the company tend to be paid within the starting base pay range noted above, with opportunities to increase pay over time based on development of additional skills, competencies, and company-specific knowledge.