Job Title

Executive Assistant, Corporate Operations

Location

Hybrid (Manchester, NH)

Purpose and Importance of Position

Under the direction of the Chief Corporate Operations Officer, this role is responsible for the day-to-day management of the Corporate Operations Office including managing the schedule, first point of contact with internal and external customers, document and analytical preparation, meeting preparation and general administrative communication.  The ideal candidate will be proficient in Microsoft (Excel, Word, Power Point), have excellent analytical skills, and adept to learning about the business.

Essential Functions

• Anticipate needs and delivers solutions with high value and creativity
• Adept in prioritizing and performing multiple tasks
• Ownership of the CFO’s calendar and monitoring of emails / deadlines
• Sound business knowledge of the functions within the business unit and across the organization
• Deliver superior customer service
• Administers filing system with high degree of effectiveness
• Lead organizer for large meetings, events and travel for Corporate Operations Business Unit
• Prepares and monitors executive expense budget and expense reports
• Highly proficient in Excel and other Microsoft software
• Serves on Organization-wide committees
• Provides coverage for other Executive Assistants

Finance Specialization:

• Compiles data for Monthly and Quarterly Departmental Reports
• Prepares financial analysis at the direction of the CFO
• Assists with the preparation of the CEO Report and reports for the Board of Directors’ meetings
• Assists with Statutory filings and compliance on an as needed basis
• Assists with invoicing and account receivable

Human Resources Specialization:

• Accurately assigns invoices for payment
• Maintains and updates the RiverStone’s organization charts
• Enhances the HR brand by developing document templates, and graphic standards for use in HR communications in accordance with RS brand standards; examples include job descriptions, HR PowerPoint presentations, recruitment materials, HR quarterly report, job aides and company-wide letters
• Provides customer service to new associates, assisting them with questions directly, or referring them as appropriate to other resources
• Completes mail merging processes and assists with the distribution of confidential associate mailings such as PTO and market adjustment letters per the business cycle

Corporate Legal and Audit Services:

• Coordinate internal and external audit meetings
• Assist with regulatory filings
• Assist with the preparation of the Board of Directors’ Meeting Material

Information Technology:

• Coordinate large department meetings and schedules
• Assist with presentation material

Required Skills

• Highly proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Strong emphasis on Excel skills; ability to prepare analysis with complex formulas, pivot tables, etc.
• Excellent Written & Communication skills
• Proficient attention to details

Organizational Behaviors:

• Develops creative ideas and solutions to real time business problems and/or business
• Opportunities; takes reasonable, calculated risks even if failure is possible
• Empowers self and teammates to continuously improve RiverStone’s business processes/ systems and develops and escalates ideas and solutions
• Consistently delivers superior customer service to both internal and external business partners
• Demonstrates alignment with RiverStone’s Commitments
• Attains and maintains knowledge of assigned department
• Performs other duties as required, including supporting and coordinating with other department colleagues
• Operates with a very high level of confidentiality and discretion
• Ability to collaborate and demonstrate excellent interpersonal skills
• Sound judgement and ability to make prudent decisions

Experience

• 7+ years of experience required
• Experience in Finance is highly preferred
• Excellent Excel skills (pivot tables, formulas, vlookups, etc.)

Required Education

Preferred Education or Certification

Supervisory Role

Travel

Work Environment / Physical Demands

This position operates in a professional based collaborative environment and must have the ability to timely produce thorough, accurate work with many competing demands, deadlines, and distractions. The position uses standard equipment such as phones, computers, copiers/printers and filing cabinets. Noise level is moderate.

Other Duties (Disclaimer Statement)

RiverStone retains the right to change or assign other duties to this position as needed, or other duties or responsibilities may change or be assigned as needed.

Core Competencies

Customer Focus - Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.

Learning on the Fly: Learns quickly when facing new problems; a relentless and versatile learner; open to change; analyzes both successes and failures for clues to improvement; experiments and will try anything to find solutions; enjoys the challenge of unfamiliar tasks; quickly grasps the essence and the underlying structure of anything.

Problem Solving: Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn’t stop at the first answers.

Ethics and Values: Adheres to an appropriate (for the setting) and effective set of core values and beliefs during both good and bad times; acts in line with those values; rewards the right values and disapproves of others; practices what he/she preaches.

Organizing: Can marshal resources (people, funding, material, and support) to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and files in a useful manner.

Priority Setting: Spend his/her time and the time of others on what’s important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks, creates focus.

Time Management:  Uses his/her time effectively and efficiently; values time; concentrates his/her efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities.   At this level, this individual may account for their time and the time of others.

Technical Learning:  Picks up on technical things quickly; can learn new skills and knowledge; is good at learning new industry, company, product or technical knowledge, like web-based technology; does well in technical courses and seminars.

Written Communications:  Is able to write clearly and succinctly in a variety of communication settings and styles; can get messages across that have the desired effect.

Diversity, Equity, Inclusion & Belonging

RiverStone Resources, LLC is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, LGBTQ+, national origin, gender identity, disability, protected veteran status, or any other characteristic protected by law.

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