Executive Assistant

Company Mission Clean Energy is changing the way the world fuels its vehicles. Reducing pollution from the transportation industry is an important goal for our nation, and we at Clean Energy know just how realistic and attainable that goal is with natural gas fuel. Office Location Our office is located on a beautiful campus in Newport Beach, California. Benefits Offered 401K, Medical, Dental, Vision, Life, AD&D and more. Competitive compensation between $75,000-$80,000 depending on experience. Essential Duties and Responsibilities Manage calendars and independently arrange and schedule appointments. Prepare memorandums outlining and explaining administrative procedures and policies to the department and monitor compliance. Arrange programs, events, meetings and conferences, including hospitality needs, corporate communications materials, invitations, speakers, and event budgets. Act as the initial point of contact for the executive, exhibiting a professional and friendly demeanor that reflects the office of the executive. Screen incoming calls to the executive, determining whether they require the executive’s attention. Handle incoming voice messages and compose and prepare confidential correspondence, reports, and other complex documents. Research, prioritize and follow‑up on incoming issues and concerns addressed to the executive, determine appropriate course of action, referral or response. Provide clear and direct communication between the executive’s office and internal departments, demonstrating leadership, trust and support with staff. Partner closely and effectively to keep the executive well‑informed of upcoming commitments and responsibilities and follow up appropriately. Prepare draft speeches, minutes and program documents for executive conferences. Work with department staff to obtain information for all meetings, speeches and presentations involving the executive. Coordinate incoming vendor payments for the department and obtain approval by the Executive, including GL coding to the relevant department, project or subsidiary. Manage conference registrations and sponsorships. Coordinate, attend and minute staff meetings. Prepare and maintain organization charts, process diagrams and departmental organization materials. Direct the preparation of records such as agendas, notices, minutes and resolutions for corporate and departmental meetings. Manage the Executive’s expenses, including maintaining receipts and preparing expense reports. Act as custodian of various corporate documents and records. Create and maintain database and spreadsheet files. Arrange complex and detailed domestic and international travel plans and itineraries. Other duties as assigned. Supervisory Responsibilities This position has no supervisory responsibilities. Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Must have strong organization skills and be able to assist in the development of operational process improvements. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience High School Diploma or equivalent; plus a minimum of 5+ years of related experience; or an equivalent combination of education and training. Language Skills Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Requires good command of the English language, both verbal and written, as well as excellent composition, grammar, punctuation and spelling skills. Requires skills in judgment and diplomacy. Mathematical Skills Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Reasoning Ability Ability to solve practical problems and deal with a variety of concrete variables in situations where limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Computer Skills Proficient in Microsoft Office applications and database software. Advanced knowledge of Excel. Licenses & Certifications Valid Driver License (required) Competencies Quality: Consistently produces high‑quality work, strives to improve productivity, processes and quality, demonstrates strong knowledge and skills related to the job, and presents a professional image. Communication: Communicates clearly, concisely, effectively, professionally and timely. Exhibits good listening and comprehension skills, keeps others appropriately informed and shares ideas. Teamwork: Fosters collaboration, displays respect, courtesy, tact, and openness, handles conflict professionally, builds relationships and engages impacted departments early for solutions. Persistence: Develops workable alternatives and solutions, follows assignments through to completion and promotes process improvements. Reliable: Responds in a timely manner, is honest, ethical, value‑driven, trustworthy, keeps commitments, meets deadlines, and is accountable for own actions. Entrepreneurial: Takes initiative, is engaged in the company’s mission, pursues better ways to get things done, keeps up to date with competitor information and market trends, controls costs and thinks in terms of profit, loss and added value. Leadership: Provides clear direction, creates actionable plans, demonstrates innovative approaches, accepts responsibility for team performance, makes timely decisions, motivates and empowers others, recognizes contributions and encourages continuous growth. Passion: Is excited, creates enthusiasm about the company’s future, promotes a sense of pride in the department and job, and displays passion for the work. Physical Demands The physical demands described are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; talk or hear. The employee is frequently required to walk and sit, occasionally stand, and occasionally lift and/or move up to 25 pounds. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Always practice good judgment and refer to the safety guidelines. Work Environment The work environment characteristics described are representative of those encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. Always practice good judgment and refer to the safety guidelines. Equal Opportunity Employer Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities. This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the know your rights notice from the Department of Labor. #J-18808-Ljbffr