Administrative Assistant III
Description
We are committed to building a workplace where everyone feels heard and respected, and extending our culture of care so that every individual can reach their full potential. We want you to have a sense of belonging and feel valued for your contributions and the perspectives you bring.
Summary:
The Administrative Assistant III – Solar performs advanced highly confidential administrative, personal support and related services for SVP, Renewables and the Solar division. This role will also be involved from time to time handling sensitive information, and the ideal candidate will understand how to handle confidential information in a professional manner. Within this role, you will be responsible for managing sophisticated calendars, booking travel, transport, lodging, and visa arrangements for both domestic and international travel, including expense reporting. In addition, this role is responsible for, preparing agendas, organizing staff and committee meetings on or off site, coordinating IT support and preparing presentations and reports.
Requirements:
- Handles details, access to information and conversations of a highly sensitive nature in strict
- confidence.
- Manages Outlook calendar requiring a high degree of balancing external/internal meetings and must be able to adjust and reschedule meetings on short notice to accommodate the needs of two VPs of T&D.
- Coordinates and arranges travel itineraries and arrangements for Solar VPS including, but not limited to, air and ground transportation, lodging, visa arrangements and other travel needs. Must be able to plan complex itineraries and expedite last minute changes, sometimes after normal business hours. Travel includes international trips.
- Schedules and coordinates meeting space and logistics for a variety of meetings to include, but not limited to: executive meetings, internal conferences, client events, external visitors and candidate visits/interviews.
- Completes expense reports in a timely manner, ensuring accuracy and compliance with company spending policies.
- Drafts/prepares memorandums, correspondence, presentations, agenda materials and other
- documents of complex or highly confidential nature.
- Proofreads and checks documents for accuracy, completeness, and compliance with Company
- standards.
- Records and manages meeting minutes and action items with other departments utilizing Procore, Teams, Outlook and Power BI.
- Maintains and organizes files.
- Coordinates with Construction, Human Resource and IT to maintain Outlook and Teams distribution groups, location reports, onboarding and craft recruiting coordination.
- Acts as key liaison between Vice-President(s) and clients, company leadership, staff and the general public.
- Manages ERP items such as invoices, requisitions, timesheets, expense reports, and any escalations which need re-routing.
- Responds to a wide variety of requests with expeditious action and a positive, consultative
- approach.
- Provides departmental reception services, receiving and directing visitors or calls.
- Prepares and sends shipments of documentation via FedEx, USPS, UPS, etc.
- Orders supplies.
- Follows safety and security procedures and determines appropriate action conducting all aspects of work in a safe manner. Reports potentially unsafe conditions and uses materials and equipment properly.
- Attends work regularly and punctually, as scheduled or expected.
- Complies with Employee Handbook, Code of Conduct and Company Policies & Procedures.
- Presents, supports, and leads-by-example with a safety and quality-oriented attitude.
Qualifications:
- High School Diploma/GED required.
- Associate’s Degree in Business Administration or Related Field preferred.
- 4+ years of experience in Relevant Administrative experience required.
- No travel required, valid Driver’s License not required.
- Advanced skills in
- Microsoft applications including Word, Excel, One Note, PowerPoint, Power BI, and Teams.
- Procore
- Familiarity with incident management systems is desired.
- Reading, analyzing and interpreting general business information
- Writing reports and business correspondence
- Proof reading and editing
- Organization
- Calendar management
- Comfortable operating with great latitude for independent judgment and initiative within agreed limits.
- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
- Capacity to handle tight deadlines and last-minute changes, adapt quickly, anticipate needs, and problem-solve independently.
- Presents a professional image to represent the executives in like manner.
- Requires broad knowledge of corporate operations and policies.
- Attention to detail.
- Current Notary Public or ability/willingness to obtain.
Anticipated base salary range: $29.50 - $35.00 / hour
The final agreed upon compensation is based on individual education, qualifications, experience, and work location. This position is bonus eligible.
RES offers benefits that are effective first day of employment. These benefits include the following:
- Medical, Dental and Vision
- Health Savings Account with employer contribution
- Flexible Spending Accounts
- 4x pay Basic Life and Voluntary Life
- Short and Long Term Disability
- Accident, Hospital, and Critical Illness
- 401 (k) plan with 6% company match
- 4 weeks Paid Time Off (PTO) and 10 Paid Holidays
- Tuition Reimbursement and Green Car Reimbursement
- Volunteer and Charity Matching
- Paid Parental Leave and Paid Sabbatical Leave
- Employee Referral Bonus
- Employee Discounts and Wellness programs
- Wellness Reimbursement
Physical requirements and environment:
The work environment and physical demands characteristics are representative of those the 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.
Rarely: Climbing, crouching, kneeling, pulling/pushing/lifting between 5-15lbs., and stooping are required.
Occasionally: Carrying 5-15lbs., gripping, handling, pinching, and walking are required.
Frequently: Standing is required.
Constantly: Reading, grasping, hearing, reaching, vision, repetitive motion, and sitting is required.
Never exposed to vibrations in the working environment.
Rarely exposed to extreme cold, heat, and humidity, and wet climates in the working environment.
Occasionally exposed to noise and hazards in the work environment.
We maintain a drug-free workplace. Candidates will be required to pass a pre-employment background investigation and drug test as a condition of employment.
RES is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.
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