Executive Admin Assistant at Solar Turbines Inc in San Diego, California

Job Description:

Career Area:Administrative Support

Job Description:
Job Purpose
This position is accountable for performing highly complex administrative tasks in support of one or more members of President's Staff and their respective business units with minimal guidance and direction.

NATURE AND SCOPE:

This position performs administrative tasks and problem solving of a highly complex and confidential nature requiring discretion and exercise of independent judgment. Excellent interpersonal and communication skills are prerequisite. Sound judgment is required for initiating complex projects, coordinating efforts of others, and some analysis or review of problem solving processes to determine the appropriate action or solution. Work is performed with minimal or no direction in accordance with departmental priorities and company policies. This position requires knowledge of programs and activities of unit served and all related areas to effectively provide leadership in coordination of projects and activities. This position may also include working in a team environment and providing leadership to team members. Leadership responsibilities may include setting priorities, training, and long range planning. Incumbent must have excellent computer skills and superior knowledge of administrative functions, as well as the ability to work effectively with executive and high level administrative/technical employees, and external customers. This position reports to a member of President's Staff.

PRINCIPAL ACCOUNTABILITIES:

Principal accountabilities may include, but are not limited to:

• Coordinate and perform highly complex administrative tasks, often of a sensitive and confidential nature, using department procedures and Solar's policies. Establish administrative methods and procedures for business unit(s) using independent judgment, and responding to changes in job priorities.


• Use tact, diplomacy, discretion and judgment to solve difficult problems including conflict resolution, by analyzing and reviewing policies and procedures.


• Handle activities and coordinate decision-making in absence of President's Staff member when interfacing with his/her direct staff and others.


• Use advanced computer skills to compose and prepare highly complex reports, presentations, correspondence, meeting minutes, graphs, tables, charts, spreadsheets, including the use of graphics and text art. Includes researching and assembling information and materials from various sources.


• Exercise independent judgment in initiating, planning and implementing a variety of large projects, functions, and offsite, including selection and training of appropriate help for conferences and special events. Authorize and negotiate prices for equipment rental, catering services, and banquet room fees.


• Provide and ensure quality phone coverage by coordinating backup coverage assignments and implementing Solar telephone standards. Coordinate communication between departments, with suppliers, customers, and team members to keep information flowing. Recommend changes to improve office efficiencies.


• Maintain multiple calendars for management and conference rooms; coordinate, plan, organize meetings and events; make heavy travel arrangements which may include coordinating calendars, hotel rooms and car rentals.


• Setup and maintain specialized resource files. Authorize department expense and cost control for office supplies, purchase requisitions, check requests, and department purchases.


• Provide leadership and guidance by coaching, mentoring, training and coordinating work activities for peers and others. Set priorities, goals and long-range planning for team members.


• May direct the work of team members -or other administrative personnel. May include troubleshooting employee concerns.

Minimum Qualifications:

• 3 years of Sr. Manager/ Executive level administrative/ office management experience


• Proficiency in MS Office/ 365 including Teams, Sharepoint, Powerpoint


• Employee onboarding support experience


• Audio/ Visual/ IT support experience for organizational meetings


• Ability to perform tasks autonomously

This employer is not currently hiring foreign national applicants that require or will require sponsorship tied to a specific employer, such as H, L, TN, F, J, E, O.

EEO/AA Employer. All qualified individuals - Including minorities, females, veterans and individuals with disabilities - are encouraged to apply.

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