Executive Assistant, Renewables

About the role

Clean Energy is seeking a highly organized and detail-oriented individual to join our dynamic team. This role will support the executive in managing schedules, coordinating events, and providing administrative support.

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 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.
• Screens incoming calls to the executive, determining whether it requires his or her attention.
• Handles 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.
• Clock in and out for 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.

Qualifications

• High School Diploma or equivalent; plus a minimum of 5+ years of related experience; or equivalent combination of education and training.
• Strong organization skills and able to assist in the development of operational process improvements.
• Proficient in Microsoft Office applications and database software. Advance knowledge of Excel.

Supervisory Responsibilities

This position has no supervisory responsibilities.