Executive Assistant

Clean Energy Career•Newport Beach, CA

13d•$75,000 - $85,000•Onsite

About The Position

The Executive Assistant (“EA”) will report to the VP, Renewables Distribution (“VP”) while also supporting the VP, Public Policy and Regulatory Affairs. In this role, the EA will serve as the primary contact for internal and external parties on all matters pertaining to the VP and the Renewables Distribution department. Act as the liaison to senior management teams, organize and coordinate internal and external relations, and oversee special projects. The EA will use, maintain and protect confidential company information along with confidential personnel communications in execution of duties while using discretion in managing the VP’s office (meetings, appointments, agendas, travel, team communication, etc.)

Requirements

High School Diploma or equivalent; plus, a minimum of 10+ years of related experience; or equivalent combination of education and training.
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 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.
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 percentages, and to draw and interpret bar graphs.
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.
Excellent knowledge of Microsoft Office products, including Teams and SharePoint, and Adobe Acrobat.

Nice To Haves

Skills with AI, Microsoft CoPilot and Power BI is a plus.

Responsibilities

Monitor emails, manage calendars, independently arrange and schedule appointments, ensuring the VP is well informed of commitments and responsibilities.
Prepare memorandums outlining and explaining administrative procedures and policies to the department and monitor compliance.
Organize and transfer the “CERF drive” and any other data retention warehouse programs to SharePoint, ensuring adherence to regulatory requirements.
Facilitate and oversee contracting procedures for distribution with internal departments, external producers, third-party stations, consultants, etc., in addition to regularly updating the Contract Tracker and supply/demand Contract Matrix.
Coordinate all necessary approvals, affidavits, financial reviews (SG&A, sector reports, budgets, KPI’s, etc.), contracts, and signatures for the VP.
Organize and manage events, meetings and conferences, sponsorships, materials (with corporate communications), speaker coordination, in addition to any and all budgetary items associated with these.
Act as the initial point of contact for the VP, exhibiting a professional and friendly demeanor that reflects the office of the VP.
Handle incoming calls/voice messages for the VP, and compose and prepare confidential correspondence, reports, and other complex documents.
Prepare and manage conferences, trade shows, and subscription annual budgets, for the department, in addition to other budgetary items assigned by the VP.
Research, prioritize and follow-up on incoming issues and concerns addressed to the VP, including those of a sensitive or confidential nature.
Provide clear and direct communication between the VP’s office and internal departments, demonstrating leadership, trust, and support with staff.
As needed, listen to industry trade group calls and produce meeting minutes that summarize critical information and action items for the team.
Coordinate, attend, and take minutes for staff and interdepartmental meetings, in addition to external meetings (such as the bp Co-Marketing Executive Committee meetings).
Create and maintain organizational charts, resumes, bios, and department materials that can be used for proposals or internal/external communications.
Be the point of contact for RNG solicitations in addition to processing RFP forms, internal paperwork, and necessary approvals.
Manage, track, distribute, and file price publications/reports (OPIS, Argus, EcoEngineers, etc.) for the team.
Working with Clean Energy Accounting, coordinate and track incoming vendor invoices for department. Obtain approvals from VP and code invoices for processing
Direct the preparation of records such as agenda, notices, minutes, and resolutions for corporate and departmental meetings.
Manage VP’s travel plans and itineraries, including maintaining receipts and preparing expense reports.
Learn and use company provided Microsoft products that support the VP and department.
Monitor and distribute to the team, any amendments and/or changes to the various regulatory programs we participate in (LCFS, RFS, etc.).
Be the single point of contact for maintaining a comprehensive list of team credentials pertaining to government programs, websites, trade groups, etc.
Work closely with Senior Executive Team and their Executive Assistants, including compiling board materials, presentations, and board books for the VP.
Be the “Delegate” for the VP and approve timesheets and time-off requests.
Support for the VP, Public Policy and Regulatory Affairs.
Arrange for travel as needed and prepare and submit expenses reports in a timely manner.
Manage calendars and schedule meetings as needed.
Register VP and team for industry events
Print meeting materials for upcoming meetings
Attend weekly Policy Calls and transcribe the minutes and distribute to the team.
Approve timesheets of the policy team on behalf of the VP.
Approve expense reports for the policy team on behalf of the VP.
Process campaign contributions at the request of the VP.
Create and submit State Lobbying Reports
Work with Accounting to ensure invoices are processed and paid in a timely manner.
Assist VP with department budget to ensure it is on track.
Work closely with Senior Executive Team and other Executive Assistants.
Other duties as assigned.