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Executive Assistant - Finance & Legal at First Solar Inc in Tempe, Arizona

Posted in Admin - Clerical 30+ days ago.

Type: Full-Time





Job Description:

First Solar is leading the world’s sustainable energy future. We are an exciting work environment in one of the most important industries of the 21st century. First Solar is a leader in the development and manufacturing of thin film solar modules used in grid-connected solar power plants. Our cost-advantaged solar technology boasts the smallest carbon footprint, lowest life cycle water use, and fastest energy payback in the industry. We are delivering solutions to the world’s most pressing challenges including climate change, energy security, water scarcity, and the unsustainable growing consumption of natural resources. At First Solar, you will feel valued, appreciated and challenged, working side-by-side with some of the top minds in the industry. You will be regularly updated on the company’s goals, progress and achievements. First Solar maintains a culture where all associates work together to lead the world’s sustainable energy future. We believe in employee engagement, collaboration, well-being and productivity for all generations and emerging work styles.We’re changing the world. Now, let us start with yours. First Solar is an Equal Employment Opportunity Employer. First Solar’s policy is not to discriminate against any applicant or employee based on race, color, sex, religion, national origin, age, disability or any other basis protected by application country, federal, state or local laws; the company prohibits harassment of applicants or employees based on any of these protected categories.

Basic Job Functions:


Performs diverse day to day tasks and provides high-level administrative support.  Services may include, but are not limited to preparing written documents, including proposals, meeting agendas, and presentations; securing travel arrangements, maintaining calendars; and event planning.  Facilitating processes and tracking data pertaining to legal/compliance and factual research findings. Ability to perform a variety of functions in a fast-paced environment with a high degree of confidentiality.


Essential Responsibilities:



  • Provide professional representation for the function(s).

  • Provide executive leadership with extensive and continuous calendar management, domestic and international travel management, expense management, event registrations and detailed meeting plan management, and all other executive support.

  • Act as a representative of executive leadership regarding internal and external relations and correspondences and screening communications.

  • Coordination of meeting, creating PowerPoint presentation, use of Excel spreadsheets and ordering equipment.

  • Arrange on- and off-set meetings, events, appointments, & travel for executives with supporting materials as needed.

  • Ensure that executive leadership is informed of priorities, deadlines, and challenges.

  • Arrange virtual and teleconferences, domestically and/or internationally.

  • Independently perform special projects that require a combined knowledge of administrative needs and technical operations.

  • Complete accurate and detailed leadership department expense reporting.

  • Respond to a wide variety of requests for information, policies, and procedures, and executive action. Analyze needs and problems and determined approach and priority.

  • Utilize efficient time management with the nuances of complex administrative assistance at the executive level.

  • Maintain confidentiality in all aspects of team and company information.

  • Operation independently with minimal supervision.

  • Provide back-up administrative support to other departments as necessary.

  • Available at various hours or business-related tasks during regular business working hours and periodically during off-hours (evenings and weekends).

  • Exercises independent judgment and escalate serious or unique problems to higher levels.

  • Organize and maintain hard copy and/or electronic documents and files.

  • Assist in Corporate Travel Visa documentation and submissions.

  • Maintain SharePoint site on POWER.

  • Proof and format reports and documents as needed.

  • Support staff members with various duties; creating or maintaining schedules, office supply request, creating or maintaining reports, passport renewal, assistance finding conference room space, etc.

  • Place, receive, and screen calls and receive outside guests in a professional manner.

  • Coordinate and lead as needed staff meetings, team building events, various trainings, seminars, and events; includes organizing and coordinating logistics, room set up, food ordering, taking minutes/notes and AV support.

  • Serve as a liaison between cross functional teams, project directors, project team members, accounting, other administrative staff, clients, subcontractors, and consultants.

  • Assist with development and maintenance of reports and tools to track litigation caseload.

  • Provide administrative support related to production of manuals, policies and other tools used to communicate compliance program requirements to employees.

  • Assistance  in development and maintenance of spreadsheets, matrices and other tools used to monitor elements of compliance program, including training.

  • Adheres to all safety procedures and good housekeeping standards


Experience:    



  • 5 to 10 years’ experience at the executive level


Education:



  • High School Diploma or GED

  • College degree preferred


Required Skills/Competencies:



  • Ability to interact and communicate both verbally and written with others effectively within the corporate environment

  • Ability to work independently and learn quickly

  • Ability to thrive in a fast-paced work environment

  • Ability to identify problems, conduct analysis independently and in collaboration with others in order to develop solutions

  • Ability to manage multiple tasks and projects and prioritize effectively

  • Creative thinker with the ability to make decisions and execute effectively

  • Ability to work within a team environment and provide back-up support to other assistants as needed

  • Maturity to handle confidential issues and communicate effectively with team members and senior executives

  • Ability to anticipate, change and react efficiently and expeditiously

  • Ability to exercise discretion and retain security of confidential business and personal information

  • Systematic approach in carrying out assignments including appropriate follow-up to ensure timely completion

  • Tact and good judgment in confidential situations and proven experience interacting with senior leaders and board members of the organization

  • Experience with booking domestic and international travel

  • Demonstrate organizational capabilities; detail oriented, flexible, problem solver


Technical:



  • Outstanding verbal and written communication skills

  • Minimum typing speed of 50 wpm

  • Advanced proficiency in Microsoft Office (Excel, Outlook, PowerPoint, Word)

  • Proficient in Concur, Visio and SAP a plus

  • Proficient in Live Meeting and/or Go To Meeting

  • Notary certification is preferred


US Physical Requirements:


Office Physical Requirements:


All positions in our office require interaction with people and technology while either standing or sitting.  In order to best service our customers, internal and external, all associates must be able to communicate face-to-face and on the phone with or without reasonable accommodation.  First Solar is committed to compliance with its obligations under all applicable state and federal laws prohibiting employment discrimination. In keeping with this commitment, it attempts to reasonably accommodate applicants and employees in accordance with the requirements of the disability discrimination laws.  It also invites individuals with disabilities to participate in a good faith, interactive process to identify reasonable accommodations that can be made without imposing an undue hardship.


Potential candidates will meet the education and experience requirements provided on the above job description and excel in completing the listed responsibilities for this role.  All candidates receiving an offer of employment must successfully complete a background check and any other tests that may be required.        


Equal Opportunity Employer Statement: First Solar is an Equal Opportunity Employer that values and respects the importance of a diverse and inclusive workforce. It is the policy of the company to recruit, hire, train, and promote persons in all job titles without regard to race, color, religion, sex, age, national origin, veteran status, disability, sexual orientation, or gender identity. We recognize that diversity and inclusion is a driving force in the success of our company.





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