What are the responsibilities and job description for the Executive Assistant position at Hawaii Gas?
Overview
PURPOSE STATEMENT:The Executive Assistant provides high-level administrative support to Information Technology, SustainabilityGovernment & Community Relations, and Clean Energy and Innovation. This role is responsible for a wide range of responsibilities, including meeting and event coordination, contract and budget administration, invoice and expense processing, and travel arrangements.
Responsibilities
ESSENTIAL FUNCTIONS/RESPONSIBILITIES:
- Manages invoice submissions, tracking, and follow up with vendors or internal teams.
- Initiates and process PO requests and contract routing forms and contract management.
- Assists with budget tracking and reporting.
- Prepares and submits expense reports.
- Manages travel requests and bookings.
- Assists in recording and tracking vendor quotes and agreements
- Supports the preparation and execution of NDA’s and other contract support.
- Provides general administrative support as needed.
- Collaborates regularly with other office support staff as backup support and on daily tasks and projects toaccomplish overall company objectives.
- Prepares business correspondence including but not limited to emails, letters, and reports.
OTHER FUNCTIONS/RESPONSIBILITIES:
- Complies with all safety rules and cooperates in the fullest in the promotion of safety and safe work habits, includingthe reporting of any unsafe conditions or acts. Maintains all EH&S training on a current basis.
- Complies with all applicable corporate and Hawaii Gas policies and procedures.
- Maintains assigned work area and equipment in a clean, orderly and safe manner; performs housekeeping duties as required and/or instructed. Works in a safe and responsible manner.
- Performs all other related duties as instructed by supervisor/manager.
Qualifications
Required Education and/or Work Experience:
- Associate’s degree in related field; or equivalent experience may be considered.
- Three (3) to five (5) years of administrative experience
- Type minimum 50 wpm.
- Experience managing multiple calendars.
- Experience booking travel.
- Experience of budget management.
- Proficient in the use of MS Office suite of tools (Outlook, Word, Excel, Access, and PowerPoint) as well as standard office equipment.
Preferred Education and/or Work Experience:
- Bachelor’s Degree in Business Administration or related field.
Salary : $48,407 - $60,509