Department: Leadership

Reports To: Chief Financial Officer

Job Overview

Darcy Solutions is seeking a highly organized and proactive Executive Assistant to support the leadership team across administrative, scheduling, and operational functions. This role is critical to maintaining the effectiveness and focus of senior executives by managing day-to-day details, coordinating internal and external meetings, and improving administrative systems and workflows. The ideal candidate thrives in a fast-paced environment, demonstrates initiative, and brings a solutions-first mindset to support a growing mission-driven organization.

Please submit your resume and a brief cover letter to Kathy Jennings detailing your interest and how your skills and experience align for success in the position. If you require reasonable accommodation to complete the application or interview process, please contact Kathy as well.

Key Responsibilities

• Manage executive calendars, including scheduling with internal and external parties and prioritizing time
• Maintain inbox organization for executives: triage, respond to routine items, extract to-dos, summarize important emails, and escalate urgent messages
• Attend weekly leadership and departmental meetings, take notes, manage Fathom summaries, and ensure To-Dos are entered into systems (Ninety, Bigin, Contractor Foreman)
• Coordinate travel arrangements, events, meals, and logistics for meetings and company gatherings
• Process and track travel and entertainment receipts, credit card reconciliation, and timecard submissions
• Post job openings and manage applicant flow for non-contracted recruiting
• Support recruitment processes by scheduling interviews and organizing candidate communications
• Maintain trackers for NDAs, grant reporting deadlines, and other compliance documentation
• Draft templates, organize boilerplate content, and compile summaries for grant and industry reports
• Enter purchase orders, invoices, and provide general administrative support across departments
• Compile industry news and event information into weekly digests and calendars

Qualifications

Required:

• Associate’s or Bachelor’s degree in Business Administration or related field, or equivalent experience
• 5+ years of administrative support or operations experience, ideally in a dynamic, fast-paced environment
• Demonstrated ability to manage schedules, emails, and multiple concurrent tasks with discretion
• Strong communication skills and attention to detail

Preferred:

• Experience supporting senior leadership
• Familiarity with productivity tools like SharePoint, Microsoft Office, QuickBooks Online, and project management software
• Comfort with learning and managing administrative responsibilities across multiple platforms

Working Conditions

• Willingness to travel to project or meeting sites; minimal overnight travel may be required
• Ability to sit or stand for extended periods
• Ability to lift/move up to 15 pounds
• Use of hands for fine manipulation
• Visual acuity and hearing requirements

Compensation & Benefits

• Competitive salary and bonus potential
• Comprehensive health and retirement benefits
• Collaborative, mission-driven work environment
• Support for career growth and professional development opportunities
• Opportunity to contribute to a decarbonized future through clean building technology

Employment Type

This position is a full-time opportunity

This position is classified as non-exempt under the Fair Labor Standards Act (FLSA)

Location

Headquarters: Minneapolis, MN

Darcy offers a hybrid-work arrangement, blending in-office collaboration at our office with the flexibility of remote work.

Commitment to a Collaborative and Respectful Workplace

At Darcy Solutions, we believe the strength of our company lies in the way we work together. We are committed to maintaining a workplace grounded in respect, collaboration, and personal accountability. We value each individual’s contributions and recognize that diverse experiences and perspectives help us solve problems, serve clients, and grow as a team. We foster an environment where curiosity, initiative, and mutual support drive our collective success.

Darcy Solutions is an equal opportunity employer. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Our Mission

Darcy Solutions was founded to improve the health of our communities and planet through practical climate solutions. Our proprietary geothermal technology leverages the thermal properties of groundwater to deliver all-electric heating and cooling for buildings, reducing energy costs while cutting carbon emissions in the built environment.