Administrative Assistant

Organization Name: Gaia Energy Research Institute LLC (Gaia) Industry: Energy Research and Development Location: Alexandria, Virginia (Washington D.C. metro area), 22304 — near I-395 and Duke Street, in the Landmark area between Bren Mar Park and Stevenson Park

Opportunity Title: Part-Time Administrative Organizer

Work Arrangement: Hybrid (Full-Time or Part-Time), Flexible Hours

Pay: $20–$40 per hour, depending on experience and capabilities Job Type: Full-time or Part-time Openings: Ongoing, continuous need Benefits: Flexible schedule

About the Position

Gaia Energy Research Institute is seeking a proactive, detail-oriented Administrative Organizer to support its rapidly growing energy research and development operations. This is a hybrid role, offering a mix of remote work and 8–10 hours per week in-person at our Alexandria, VA office. At any given time, the only other on-site individual is the supervisor.

This opportunity offers significant flexibility regarding weekly hours and scheduling—including weekdays, evenings, and weekends.

Key Responsibilities

You will support organizational, administrative, and operational tasks across multiple areas. Example duties include:

Document & Data Organization

- Organizing electronic files and ensuring consistency with company standards

- Formatting documents, organizing large datasets, or maintaining business/financial records

- Conducting data entry, data searches, and compiling information into Excel databases

Administrative & Operational Support

- Creating Microsoft Word templates based on detailed instructions

- Reviewing colleague work summaries for accuracy and completeness

- Assisting with onboarding and training of new staff

- Helping implement company-wide initiatives

Communications & Coordination

- Communicating with clients, potential clients, vendors, suppliers, and prospective employees

- Sending professional correspondence via email

- Participating in virtual check-ins with the supervisor (weekly or as needed)

- Managing virtual communications across email, text, phone, and video calls

Research & Vendor Support

- Researching and identifying potential service providers or vendors

- Reviewing long, multi-page documents and compiling needed responses with relevant company data and files

Required Qualifications

- U.S. citizenship (required)

- Strong attention to detail

- High proficiency with Microsoft Word and Excel

- Comfort with cloud-based file storage (e.g., Dropbox, SharePoint)

- Ability to receive and incorporate constructive feedback

- Willingness to learn new skills and take on new responsibilities

- Comfort using virtual communication tools (email, text, phone, and video)

- Experience with Microsoft PowerPoint, and Google Suite is helpful

Work Schedule & Meetings

- Flexible weekly hours—choose when you complete remote work (weekday, evening, or weekend).

- Weekly virtual check-in meetings with the supervisor are required.

- Meetings typically occur between 9:30 a.m. and 7:00 p.m. on weekdays, or during limited weekend hours.

How to Apply

Email your resume, college transcripts and three (3) references in a single email to both:

- Dr. Whitney G. Colella: wgc@gaia-energy-research-institute.com

- Denise Bellamy: denise@gaia-energy-research-institute.com

About Gaia Energy Research Institute

Gaia Energy Research Institute LLC is an agile, fast-growing small business focused on cutting-edge energy research and development. The company is a federally recognized economically disadvantaged woman-owned small business (EDWOSB).

Since its founding in 2015 by Dr. Whitney G. Colella, Gaia has secured over $15.3 million in competitively awarded electrochemical and hydrogen energy system R&D projects, either as a prime contractor or team member.

Gaia has developed extensive computational models, datasets, and advanced processing capabilities accumulated over ~25 years. Our modeling and analysis work spans:

- Thermodynamics

- Chemical engineering process design

- Experimental testing

- Techno-economic analysis (TEA)

- Life cycle assessments (LCA)

- Modeling of advanced energy systems, including next-generation batteries, fuel cells, and electrolyzers

About the Founder

Whitney G. Colella, Ph.D., MBA

Founder, President & Principal Research Engineer

Gaia Energy Research Institute LLC

Alexandria, VA 22304

Email: wgc@gaia-energy-research-institute.com Cell: +1 (650) 283-2701 LinkedIn: Gaia Energy Research Institute | Dr. Colella Profile

Dr. Colella brings ~25 years of experience across academia, government, and the private sector, specializing in advanced energy conversion system design, operation, and control. Her expertise includes thermodynamics, chemical engineering process plant design, economics, computer modeling, LCA, TEA, and independent system testing.

Job Type: Part-time

Pay: $20.00 - $40.00 per hour

Expected hours: 10 – 30 per week

Work Location: Hybrid remote in Alexandria, VA 22304