Executive Assistant

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!

Our office is located on a beautiful campus in Newport Beach, California

Benefits Offered - 401k, Medical, Dental, Vision, Life, AD&D and more.

Salary Range: $75,000 - $85,000 Depending on experience

Summary

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.)

Essential Duties and Responsibilities include the following:

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.

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 organizational skills and be 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 accommodation 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 10+ 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 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 percentages, 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

Excellent knowledge of Microsoft Office products, including Teams and SharePoint, and Adobe Acrobat. Skills with AI, Microsoft CoPilot and Power BI is a plus.

Certificates, Licenses, Registrations

None required.

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 workspace, 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 customers 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 take 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. Help 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.