Executive Assistant/Office Manager

About Emerald

We’re at a pivotal moment in AI and energy: compute demand is surging, but power constraints threaten to stall innovation. Emerald AI operates at the nexus of AI and energy, pioneering solutions that let AI factories scale without overwhelming the grid. By making data centers flexible, we can unlock immense AI growth with limited capital costs, all while stabilizing the grid & enabling more renewables.

Our team of AI, cloud, software, and energy experts is on a mission to unlock AI’s potential sustainably, backed by premier investors and industry leaders like NVIDIA, Radical Ventures, Neotribe Ventures and Amplo.

About the Role

Emerald AI is seeking an experienced Executive Assistant / Office Manager who will provide senior‑level administrative support for company leadership while overseeing day‑to‑day office operations. This role is based in our Arlington, VA office and requires exceptional organizational skills, judgment, and discretion.

Key Responsibilities

• Provide high‑level administrative assistance to executives, including complex calendar management, scheduling meetings, and ensuring priorities align with company goals.

• Coordinate domestic and international travel arrangements and itineraries; manage travel budgets, negotiate with travel vendors, and ensure compliance with company travel policies.

• Prepare meeting agendas, take and distribute minutes, and follow up on action items to keep projects moving forward.

• Draft, edit, and proofread business documents such as emails and memos while maintaining confidentiality.

• Screen and prioritize incoming communications (emails, calls, mail) and respond or redirect as appropriate to ensure timely and professional correspondence.

• Oversee day‑to‑day office operations: maintain office supplies, coordinate facilities maintenance and repairs, manage office layout and equipment, and ensure a safe and productive working environment.

• Manage relationships with external vendors and service providers: coordinate meetings and communications and work with finance and procurement teams to ensure timely invoicing and payment.

• Partner with Human Resources on onboarding new employees, helping to set up workspaces and ensuring adherence to office policies and procedures.

• Administer basic financial and budgetary tasks, including processing expense reports, and ensuring all expenses are properly documented and within policy.

• Collaborate with vendors to manage expense reimbursements, collect receipts, and maintain company expense and travel policies.

• Organize internal and external events, from team meetings and town halls to off‑site retreats and client events; manage logistics, invitations, and catering.

• Serve as a point of contact for staff, clients, and visitors, ensuring a professional and welcoming environment.

• Support ad‑hoc research and special projects as requested by the executive team.

Qualifications

• Minimum of seven years of experience as an executive assistant, office manager, or similar administrative role supporting senior leadership.

• Bachelor’s degree in business administration, management, or a related field preferred; equivalent experience accepted.

• Outstanding organizational and time‑management skills with the ability to prioritize multiple tasks and meet deadlines.

• Exceptional verbal and written communication skills and the ability to interact with stakeholders at all levels.

• Demonstrated professionalism, discretion, and ability to handle sensitive information with confidentiality.

• Proficiency in Microsoft Office and Google Workspace; experience with calendar and travel management tools.

• Familiarity with expense management platforms and experience processing expense reports and reimbursements.

• Experience negotiating contracts and managing relationships with vendors and service providers.

• Comfort working in a dynamic, fast‑paced environment and adapting to changing priorities.

• Ability to work on site in Arlington, VA (Clarendon)

What We Offer

• A chance to join a team of industry leaders and experts working at the nexus of two pivotal industries in a collaborative and collegial environment.

• Building from zero to one: help the team build from the ground up. In addition to this role, you have the opportunity to contribute to strategy development, GTM planning, org design, and customer and investor interfacing.

• Comprehensive benefits package including insurance for medical, dental, vision and life in addition to 401(k).

• One WFH day per week standard