Executive Assistant

Description:
Job Title: Executive Assistant
Department: G&A Management
Reports To: Vice President and General Manager, Maritime Power & Energy Solutions
SUMMARY
Enhances executive’s effectiveness by providing information management support and representing the supported executive to others.

Reports directly to the Vice President performing administrative and secretarial support tasks related to the general management function.

Provides additional administrative support to the Anaheim Site General Manager.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.

Other duties may be assigned.
1.

Provides confidential administrative support to the Vice President and Anaheim site General Manager
2.

Assists in composing and preparing correspondence, screening, reviewing, and prioritizing correspondence, customer contacts, and visitors.
3.

Keeps supervisor informed relative to ongoing activities and changes as they occur, whether he/she is in or out of the facility.
4.

Ensures that a “backup assistant” is informed and available to perform these duties, when EA is absent.

Currently no back up for ANA
5.

Handles details of a confidential nature and operates with latitude for independent judgment and initiative.
6.

Interfaces with high-level contacts of a complex and confidential nature both inside and outside Maritime Power and Energy Solutions (MPES)
7.

Maintains the Vice President’s daily appointment calendar with flexibility and judgment when needed; makes travel and lodging arrangements as required.

Prepares all Expense Reports.
8.

Prepares weekly and monthly reports.

Prepares various monthly reports to the customer.
a.

Reports to prepare
– Critical Items Report due Monthly to Customer
b.

Assisting with the Internal Programs Reviews
c.

Assisting with the Weekly MPES Items of Interest report
d.

Assisting with Division Monthly Business Reviews
9.

Prepares presentations for outside/in-house reviews on an as needed basis.
10.

Coordinates internal and customer onsite meetings
11.

Works cross functionally with MPES Division EAs
12.

Is up to date on company compliance policies
13.

Exercises independent judgment in actions regarding Company matters.
14.

Collects and prepares information for the executive’s use in discussions and meetings with internal and external individuals.
15.

Uses a variety of computer software and related office equipment in fulfilling assigned tasks.
16.

Performs other duties as assigned by the Vice President.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
1.

At least five years of C-Suite executive administrative support experience or related field.
2.

PC skills are required including above proficient skills with the following applications: Windows, MS Word, Excel, PowerPoint and Office Outlook.

Internal platforms include Concur, Deltek Costpoint
3.

Excellent verbal and written communication skills.
4.

Must be organized and able to handle multiple priorities in a fast-paced environment.
EDUCATION and/or EXPERIENCE
Associate degree (A.

A.) or equivalent from two-year college or technical school; plus 5 years related experience and/or training; or equivalent combination of education and experience.
LANGUAGE SKILLS
Ability to read and comprehend simple instructions, short correspondence, and memos.

Ability to write simple correspondence.

Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
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 percent 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.
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 sit; use hands and fingers, handle, or feel; and talk or hear.

The employee is occasionally required to lift 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.
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.