Executive Assistant

Clean Energy Career•Newport Beach, CA

1d•Onsite

About The Position

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 renewable natural gas fuel. Our company is an essential business and we are hiring at our home office is located on a beautiful campus in Newport Beach, California.

Requirements

Must have strong organization skills and able to assist in the development of operational process improvements.
High School Diploma or equivalent; 5+ years of related experience and/or training; 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, database software, Co-Pilot and AI tools.

Nice To Haves

Understanding of company insurance coverages and risk management procedures preferred.

Responsibilities

Manage the executive’s calendar and independently arrange and schedule appointments including, but not limited to, senior executive contacts that may be customers, vendors, partners and internal senior management.
Direct and/or prepare draft and final reports, including board level reports, and other documents that are complete, accurate, and meet the established deadline.
Collaborate and work with other staff members including staff members of other departments throughout the organization to obtain information required for such reports.
Distribute material once approved by the executive.
Prepare memorandums outlining and explaining administrative procedures and policies to the department and monitor compliance.
Review and advise on critical emails that require immediate attention, and if approved, respond to email on behalf of the executive in a professional manner.
Working with the company’s insurance brokers, complete risk management and benefits applications, materials, documents and other communications related to business insurance coverage.
Maintain files and electronic records relating to policies, claims, and other communications and documents.
Working with the Senior Facilities Coordinator and Corporate Communications team, arrange programs, events, meetings and conferences by arranging for facilities and any hospitality needs including but not being limited to caterer, events planning, communications, agenda preparation and distribution, meeting 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 or not it requires his or her attention.
Manage and oversee the Executive’s Corporate American Express card used in support of various functions and company expenses.
Work in collaboration with other points of contacts in the organization related to use of the credit line.
Manage and oversee special projects and programs as assigned.
Includes working within various applications used in Risk Management and Human Resources.
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.
Work with department staff to obtain information for all meetings, and/or presentations involving the executive.
Direct the preparation of records such as agenda, notices, minutes, and resolutions for corporate meetings.
Act as custodian of various departmental corporate documents, information and records.
Create and maintain database and spreadsheet files.
Arrange complex and detailed domestic and international travel plans and itineraries.
Other duties as assigned.