Position Overview

Heimdall Power is seeing an intuitive Jack-of-all-trades with entrepreneurial roots, a critical eye for detail, unshakable accountability, and a proactive “get it done” attitude.

This Swiss Army Knife of a candidate:

• Derives an unusual level of satisfaction from a well-organized share folder, meeting agenda, and snack drawer.
• Can realistically and rapidly assess a situation, execute an immediate solution, and deploy systems to get in front of situations in the future—all without being overly reactive or paralyzed by process.
• Demands integrity, honesty, and accountability from themselves and the people they work with.
• Could rival Ron Swanson when it comes to capable ingenuity…with a Leslie Knope-attitude.
• Lives by an “anything worth doing is worth doing well” philosophy and understands that every task—whether it’s stocking the beverage cooler or booking an international meeting for the CEO—is critical to the company’s overall success.
• Is an inherently curious self-starter who can intuit what’s needed and what’s not adding value.
• Can decisively and tactfully prioritize a relentless stream of “must dos.”

Key Responsibilities

Office Management and Operations:

• Foster a culture of continuous improvement by identifying process inefficiencies and recommending solutions.
• Collaborate with sales teams to drive business development initiatives and enhance customer satisfaction.
• Ensure the office environment is organized, well-stocked, and conducive to productivity.
• Act as the primary point of contact for office vendors, service providers, and building management.
• Oversee maintenance requests and troubleshoot facility issues.
• Coordinate and schedule company meetings, events, and team-building activities across multiple geos and zones.
• Provide executive support, including meeting scheduling, calendar management, travel coordination, and expense tracking.
• Prepare reports, presentations, and correspondence as needed.
• Maintain organized filing systems, both digital and physical.

Events Coordination:

• Plan and manage industry and customer events.
• Trade shows (several per year): Coordinate and own all pre-show logistics including vendor management, senior management/CEO scheduling, internal team coordination (including lodging, expenses, and roles/responsibilities), real-time troubleshooting (either virtually or on-site).
• Charlotte-based events: Own the end-to-end execution of Heimdall Power-hosted events for customers and stakeholders.

Human Resources Support:

• Support the executive and HR team with recruiting and hiring duties.
• Maintain employee records and ensure compliance with HR policies.
• Manage time-off requests and maintain attendance records.
• Assist with internal communications and employee engagement initiatives.
• Submit and/or review employee expense reports.
• Assist with onboarding and offboarding employees.

Accounting Support:

• Manage basic bookkeeping tasks, including invoice processing and expense tracking.
• Reconcile accounts and assist with financial reporting.
• Support budget tracking and expense management.
• Collaborate with external accounting partners as needed.

Qualifications

• 7+ years professional experience.
• Experience in a fast-paced, dynamic environment: Bonus points for experience in the energy industry specifically.
• Proven experience in project and/or events management with a track record of successful project delivery.
• Proven experience in office management, administration, or a related role.
• Basic knowledge of HR processes and bookkeeping principles.
• Proficiency in Microsoft Office Suite, Google Workspace, and accounting software (e.g., QuickBooks).
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Ability to maintain confidentiality and manage sensitive information.
• Proactive problem-solving mindset with a can-do attitude.

Benefits

• Competitive salary and benefits package
• Opportunities for growth and development
• Collaborative and inclusive work environment