Executive Assistant

Clean Energy•Newport Beach, CA

5d•$75,000 - $80,000•Onsite

About The Position

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.

Requirements

High School Diploma or equivalent; plus a minimum of 5+ 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 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.
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.
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.
Proficient in Microsoft Office applications and database software.
Advance knowledge of Excel.

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.
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.