Executive Assistant

Executive Assistant

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. 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 include the following:

• 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 by arranging for facilities and any hospitality needs including but not being limited to a caterer, working with corporate communications regarding company marketing information and/or materials, issuing information or invitations, coordinating speakers and controlling the event's budget.
• Act as the initial point of contact for the executive, exhibit a professional and friendly demeanor that reflects the office of the executive.
• Screen incoming calls to the executive, determining whether it requires his or her 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, including those of a sensitive or confidential nature. 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 the 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 conferences for executive.
• Work with department staff to obtain information for all meetings, speeches, and/or presentations involving the executive.
• Coordinate incoming vendor payments for department. Prepare for and obtain approval by Executive, including GL coding to relevant department, project, or subsidiary.
• Manage Conference registrations and sponsorships.
• Coordinate, attend and minute staff meetings.
• Prepare and maintain organization charts, process diagrams and department organization materials.
• Direct the preparation of records such as agenda, notices, minutes, and resolutions for corporate and departmental meetings.
• Manage 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 able to assist in the development of operational process improvements. The requirements listed below are representative of the knowledge, skill, and/or ability required. 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 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 only 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. Advance knowledge of Excel.

Competencies

To perform the job successfully, an individual should demonstrate the following behaviors:

Quality: Consistently produces high quality work (accurate, neat, and thorough). Strives to improve productivity, processes and quality. Demonstrates strong knowledge and skills related to the job. Presents a professional image with dress, demeanor, and manners. Maintains clean work space, company equipment and company vehicles. Safety is a high priority; performs job safely.

Communication: Communicates clearly, concisely, effectively, professionally and timely. Exhibits good listening and comprehension skills. Keeps others appropriately informed and shares ideas even when unpopular. Listens to what others have to say. Maintains open and active communication with colleagues. Effectively uses knowledge and experience in asking, probing, and anticipating issues to ensure quality is provided.

Teamwork: Fosters the spirit of working with each other. Displays respect, courtesy, politeness, tact, and openness. Handles conflict in an appropriate and professional manner. Builds relationships, promotes cohesiveness, models collaboration with others. Considers impact and issues for our customer and other departments. Engages other impacted departments early for solutions.

Persistence: Develops workable alternatives and solutions. Exhibits persistence in following assignments through to completion. Promotes process improvements.

Reliable: Responds in a timely manner. Is honest, ethical, value-driven and trustworthy. Keeps commitments made, completes assignments and meets deadlines. Accountable--Takes responsibility for own actions and performance. Meets attendance and punctuality guidelines. Available and accessible.

Entrepreneurial: Takes initiative and appropriate action. Is engaged and committed to achieving the company's mission. Pursues better ways to get things done and takes appropriate risks. Keeps up to date with competitor information and market trends. Controls costs and thinks in terms of profit, loss and added value. Is committed to the satisfaction of customers.

Leadership: Provides clear direction around a vision. Creates actionable plans and is proactive & anticipatory. Demonstrates innovative approaches and solutions. Is an example for employees and others. Accepts responsibility for individual and team performance. Makes appropriate and timely decisions and takes action on decisions. Sets clear and reasonable performance expectations. Motivates and empowers others. Delegates tasks appropriately. Recruits staff of a high caliber. Provides feedback to subordinates that is timely and direct. Recognizes subordinates for their contributions and effort. Encourages continuous growth and learning in others. Shows respect for others and their ideas. Helps others manage through change.

Passion: Is excited and creates enthusiasm about the company's future. Promotes a sense of company pride. Displays sense of pride in the department and its contributions. Displays passion for the job.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to walk and sit. The employee is occasionally required to stand. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job 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 here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Always practice good judgment and refer to the safety guidelines.

The noise level in the work environment is usually moderate.