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Administrative Assistant Fully Remote - US

Administrative Assistant

Full Time • Fully Remote - US
Position Summary

Hyperscale Energy Services is looking for a skilled and detail-oriented Administrative Assistant to support our growing team. This position plays a vital role in keeping operations running smoothly by managing administrative workflows, coordinating internal and external communications, and providing reliable support across multiple functions. The right candidate will be highly organized, adaptable, and comfortable taking initiative.

You’ll be responsible for calendar and meeting coordination, document preparation, invoice and expense processing, basic payroll support, and occasional collaboration with outside vendors and consultants. This role also includes assisting with report preparation, data collection, and light support for our website and LinkedIn presence.

Key Duties and Responsibilities  
  • Serve as the primary administrative contact for Hyperscale staff, managing calendars, scheduling meetings, and coordinating travel arrangements while exercising discretion and resolving conflicts independently. 
  • Draft, edit, and prepare internal and external correspondence, reports and presentations, often with minimal guidance or supervision.  
  • Organize, maintain, and update digital filing systems in alignment with company needs and compliance standards. 
  • Coordinate cross-functional meetings, including agenda development and accurate note-taking to support follow-up. 
  • Process invoices, travel expenses, expense reimbursements, and support other accounts payable activities in coordination with outside accountants. 
  • Assist in compiling data for reporting, audits, or other internal and external information requests. 
  • Coordinate and process bi-weekly payroll in collaboration with the company’s external HR and payroll vendor, ensuring accuracy and timely submission. 
  • Liaise with parent company, Rappahannock Electric Cooperative (REC) and Hyperscale Energy’s affiliates, maintaining a high level of professionalism and responsiveness. 
  • Provide logistical and strategic support for projects, meetings, and public-facing initiatives, ensuring alignment with leadership goals. 
  • Act as a liaison between Hyperscale and external consultants and service providers, facilitating coordination across outsourced business functions. 
  • Maintain and promote a positive image of the company through courteous and efficient service. 
 Other Duties and Responsibilities  
  • Coordinate ordering of equipment, office supplies, receipt of mail and deliveries for Hyperscale staff. 
  • Maintain Hyperscale web site and LinkedIn profile, working with REC and outside communications support services. 
  • Support cross-functional administrative initiatives as needed. 
  • Perform other duties as assigned. 
NOTE: The duties listed are not intended to be all-inclusive. Additional responsibilities may be assigned at the discretion of upper management.

Required Skills and Core Competencies  
  • Communication: Must be able to compose clear, concise, error-free and professional written communications with minimal direction. Demonstrated ability to communicate effectively in one-on-one and small group settings, both internally and externally. 
  • Administrative Excellence: Must possess strong secretarial and clerical skills, including accurate note taking, travel and meeting coordination, calendar management, and records organization. Must be able to organize, plan, schedule, and execute responsibilities independently with limited supervision. 
  • Initiative and Follow-Through: Must demonstrate the ability to proactively initiate projects, manage competing priorities, and follow through to completion without ongoing oversight. Capable of coordinating complex administrative activities on behalf of multiple Executive leaders without direct authority. 
  • Confidentiality and Professionalism: Must maintain strict confidentiality and exhibit sound judgment when handling sensitive information. Professional demeanor and discretion are essential in working with external contacts. 
  • Organizational Awareness: Must have a solid understanding of internal company functions and how they contribute to HES’s overall operations. Should be familiar with basic management practices and the organization’s mission, values, and strategic objectives. 
  • Technical Proficiency: Superior computer skills are required, including proficiency in Microsoft Office and the ability to learn new systems and tools quickly. Must have the ability to participate in virtual meetings with camera and audio enabled. 
 Qualifications and Education Requirements 
  • Associate’s degree or equivalent required.  In lieu of a degree, five (5) years of directly related, progressively responsible post-high school experience may be accepted.  Additional college level courses related to the job preferred. 
  • At least (3) years of administrative experience is required, preferably in a role involving financial or project support.  Experience at a Cooperative or other public utility environment is a plus. 
  • Experience assisting with payroll preparation and submissions, especially using ADP Run or a similar system, is a plus. 
  • Proximity to Fredericksburg, Virginia or the surrounding area is preferred, as occasional in-person support (e.g., mail pickup or document handling) may be helpful. 
  • Proficiency in Microsoft Office applications is required, with the ability to learn new software systems quickly. 
  • Demonstrated ability to manage multiple priorities, maintain confidentiality, and exercise sound judgment and initiative in a dynamic environment. 
  • Familiarity with standard office procedures is a must. 
Work Environment & Expectations
This is a primarily remote position. Occasional in-person tasks in the Fredericksburg, VA area may be required. Candidates should be comfortable working independently in a fast-paced environment with standard office equipment. Occasional travel or extended hours may be needed to support business operations. Reasonable accommodations will be provided as required.   

The above description is not intended to be an exhaustive list of all duties, responsibilities, or physical requirements.  Nothing in this job description restricts management’s rights to assign or reassign duties and responsibilities at any time.  A reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions. 

FLSA CLASSIFICATION: This position is classified as Exempt under the Fair Labor Standards Act (FLSA) and is not eligible for overtime compensation. 
 
EQUAL EMPLOYMENT OPPORTUNITY: Hyperscale Energy Services is an Equal Opportunity Employer. Employment is at-will and subject to applicable laws. 

Benefits
401(k) matching
Bonus based on performance
Competitive salary
Health insurance
Dental insurance
Vision insurance
Paid time off
Tuition assistance
Wellness resources
This is a remote position
Compensation: $50,000.00 - $62,000.00 per year




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