Executive & Personal Assistant (Part-Time, Hybrid)

Company: Renewable energy developer and owner
Reports to: Owner
Location: Hybrid based in Ventura County, Santa Barbara, or nearby (must be able to drive to project sites, the County Recorders office, and notary appointments within reasonable distance)
Hours: 1020 hours/week to start, with potential to grow into a full-time role in 12 years
Compensation: DOE, structured as an hourly employee with minimum of 10 hours per week
Start: ASAP
About the company
Were a renewable energy developer, owner, and asset manager of distributed solar and battery storage projects in California, plus a small international portfolio. The owner also runs another business and serves on boards of two other companies. We work with utilities, institutional lenders, equity partners, contractors, engineers, and O&M vendors.
The goal of this hire is simple: give the owner back 1015 hours a week of administrative, operational, and personal drag so they can focus on the bigger picture.
What this role is
A hybrid Executive Assistant + Personal Assistant. About 65% business administration and operations, 35% personal and errand support. The right person is organized, proactive, tech-fluent, and equally comfortable drafting a vendor follow-up email, dropping a document at the County Recorder, and returning an Amazon order. We need a self-starter, not a task-taker.
What youll do Business (~65%)
Vendor & partner follow-through
Chase quotes, scheduling, and deliveries from vendors
Track service tickets across operating fleet; close the loop on resolved items; escalate priority alerts.
Triage monitoring alerts separate signal from noise and route appropriately.
Vendor onboarding & COI tracking: collect W-9s, COIs (with correct additional-insured endorsements and limits), and signed MSA/NDA at the start of any new vendor relationship. Maintain a COI log; chase renewals before policies lapse.
Operational reporting suite (build & maintain)
Help stand up and then maintain a clean operational reporting suite recurring lender and partner reports, project status dashboards, KPI tracking. We use Google Sheets, Monday.com, and Claude heavily; youll be in all of them.
Coordinate quarterly reporting cycles assemble inputs, format, send on cadence, log responses, chase missing data.
SOP / playbook maintenance: as you absorb each recurring task, document how its done in a shared playbook. Every process you own should have a one-pager another person could follow. This is how this role scales from 10 hours to 40.
Calendar strategy and inbox coordination
Daily triage of the Owners inbox: archive noise, surface what matters, draft first-pass replies to routine threads (utility account managers, vendors, lenders, partners).
Own scheduling strategy across business and personal calendars, including coordination with other close company team members. We use an AI scheduling tool so the value-add here isnt the actual scheduling, its the strategy of the calendar.
Defend focus time. Batch low-value meetings.
Project document & filing coordination
Track interconnection and project document cycles (PG&E and SCE LCs, ITCC/IFS letters, study results, signature deadlines). Maintain a clean status index so nothing slips.
Maintain submittal, RFI, and change-order logs across active projects what was sent, to whom, status, response date, open items. Construction-admin discipline kept lightly enough not to feel bureaucratic.
Route documents for signature via DocuSign and file executed copies in Google Drive with a consistent structure.
Notary coordination: schedule mobile notary appointments
County Recorder runs: record documents at the Ventura County Recorders office (and occasionally other counties).
Project site drop-offs: deliver hardware, signed documents, samples, or supplies to active project sites in and around Ventura County as needed.
Finance & compliance plumbing
Forward AP invoices to QuickBooks Online (QBO); monitor Melio Payments for failed or pending transactions; follow up on AR.
Receipts & corporate card reconciliation: monthly receipt collection, matching to credit-card and bank statements, and clean coding into QBO so the books close fast.
W-9 collection & 1099 prep: confirm every paid vendor has a W-9 on file before first payment; maintain the vendor master; build the year-end 1099 list for the accountant.
Office supplies tracking: maintain inventory, site supplies, office consumables, and shipping materials before we run out.
Track compliance renewals (SAM.gov, SelfGenCA, state filings, business licenses, insurance certificates).
Annual entity & state filings: CA Statement of Information, FTB minimum tax, city business license renewals, fictitious business name renewals, and similar track due dates, file or coordinate the filing, archive the confirmation.
Prep materials for tax return cycles with the outside accountant.
Travel & events
Book travel for site visits, conferences (ACP, RE+, CALSSA), and partner meetings.
Manage event registrations and follow-ups.
Investigate a list of conferences, their attendees, flag to owner
Operating cadence with the Owner
Friday packet: end of each week, send the Owner a short summary whats pending, what needs a decision next week, COIs expiring, payments due, anything at risk of slipping.
Running open items list: maintain a shared list of every open item youre tracking on the Owners behalf, reviewed together at a weekly 30-minute sync.
What youll do Personal (~35%)
Manage personal calendar items alongside the business calendar.
Amazon and miscellaneous returns handle the pickup, packaging, and drop-off cycle; track refunds, 1x per week.
Household admin: U-Haul storage in Santa Barbara, residence-related vendors and bills in Santa Barbara, autopay/subscription audits, mail and package handling.
Book personal appointments for owner and spouse (medical, dental, etc.).
Run errands gift purchasing, online returns, vendor coordination.
Be a thoughtful gatekeeper between personal and business time.
What were looking for
Required
1+ years as an EA, chief of staff, ops coordinator, or paralegal bonus if youve supported a founder or solo Owner.
Strong tech fluency. We use Claude heavily across the business for drafting, research, document analysis, and workflow automation so comfort working with AI tools is essential, not optional. You should also be very strong in Google Workspace (Google mail, Calendar, Drive, Sheets), QuickBooks Online, DocuSign, Monday.com, and Slack. Comfort picking up new tools quickly matters more than knowing any specific one.
Strong written communication; can draft a professional email on the Owners behalf that doesnt sound like a template.
Discreet and trustworthy with sensitive data. You will routinely handle banking, tax, legal, interconnection, partner, and personal information. This is a non-negotiable bar.
Reliable transportation and a clean driving record; able to make in-person drops in Ventura County (project sites, County Recorder, notary, courier handoffs).
Detail-oriented enough to catch a date typo on a letter of credit. Patient enough to follow up four times on the same vendor quote.
Reliable during PT business hours.
Eligible to work in California.
Bonus
Active commissioned Notary Public in California.
Bookkeeping experience (QBO especially).
Background in renewable energy, real estate, construction, or any industry with utility/regulatory paperwork.
Experience setting up Monday workspaces, dashboards, or operational reporting.
How to apply
Send a short response with:
1.A few sentences on why this role fits where you are now.
2.A resume or LinkedIn link.
3.Two short examples of operational messes you cleaned up for a previous Owner what was broken, what you did, what the outcome was.
4.Your hourly rate, weekly availability, location, and whether youre a commissioned notary.
Process: 30-minute intro call in-person meeting paid 2-hour test project references offer. We move quickly on candidates we like.