Executive Assistant

The Executive Assistant provides executive and administrative support to the President, as well as the Board of Directors and the Leadership Team.  The Executive Assistant is responsible for managing complex calendars; arranging travel plans and preparing detailed itineraries; scheduling meetings and organizing daily calendars; preparing agendas and compiling documents for meetings, completing expense reports; composing and preparing internal and external correspondence; screening direct phone calls and correspondence; coordinating company functions and overseeing special projects.

Desired competencies include proficiency with Microsoft Office and the ability to become proficient with other industry and firm specific software, strong organizational, project management and problem-solving skills.  Ideal candidate must be able to establish priorities under tight deadlines and have a proven track record as a motivated, self-starter who can work on multiple projects and priorities within a fast-paced environment. Incumbent is expected to have exceptional interpersonal and communication skills while maintaining a high level of confidentiality.

Qualifications

Education and Experience

  • High School Diploma or Equivalent.
  • Minimum of 5+ years of experience as an Executive Assistant reporting to senior management

Skills

  • Advanced Microsoft Office Suite skills, including editing and proofreading.
  • Ability to maintain automated and manual record keeping systems.
  • Ability to meet deadlines in a fast-paced quickly changing environment
  • Ability to provide excellent customer service and customer relations.
  • Written Communication—the individual edits work for spelling and grammar, presents numerical data effectively and can read and interpret written information.
  • Planning/organizing—the individual prioritizes and plans work activities, uses time efficiently and develops realistic action plans.
  • Quality control—the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality.
  • Safety and security—the individual actively promotes and personally observes safety and security procedures and uses equipment and materials properly.
  • Flexible schedule as extended hours are required periodically as needed.
  • Ability to read and interpret operations manuals, and to analyze and apply basic troubleshooting and repair techniques on various equipment.
  • Practical knowledge and experience with material ordering process and cost estimating.

Desired Skills

  • Knowledge of Maximo and SAP software programs.

Other Requirements

  •  Willingness to commit to The Island Way (IES core values of): Kina’ole, Aloha, Lokahi and Ho’ohana
  • Pass background check including periodic job-related physical abilities testing as required.
  • Must be able to obtain a Transportation Worker Identification Card (TWIC) within sixty days of hire.
  • This is a safety sensitive position and random drug testing is required.
  • Valid driver’s license with clean abstract.
  • Willing to devote the time as needed to meet project and task deadlines.
  • Willingness to increase skills.

Responsibilities

Major Responsibilities for this position may include but are not limited to:

  • Performs office and administrative duties to assist Leadership Team, such as managing calendars, organizing files, scheduling meetings and coordinating company events.
  • Coordinates travel arrangements and accommodations; prepare detailed itineraries.
  • Prepares correspondence, agendas and materials for quarterly Board meetings; create and maintain Board minutes, book and archive materials.
  • Manages financial administration – monitors monthly budget, processes expense reports, prepares and reconciles monthly company credit card expenses.
  • Uses various software, including word processing, spreadsheets, databases and presentation software.
  • Researches and compiles data to prepare documents for review and presentation by executives, Board of Directors and committees.
  • Manages company-issued mobile phones; monitors use and assists employees with mobile phone issues.
  • Manages off-site records retention files and ensures company documents are up-to-date and accurate; formats as needed and publishes on intranet.
  • Monitors supplies and inventory, places purchase orders as needed.
  • Ensures information on company intranet is up-to-date.
  • Oversees and executes special projects as requested.
  • Coordinates service awards program and recognition of significant life events for employees.

Other:

  • Performs procurement and other duties within the scope of this position.

Competencies

  • Exceptional Interpersonal Skills—the individual maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things.
  • Oral communication—the individual speaks clearly and persuasively in positive or negative situations and demonstrates group presentation skills.
  • Dependability—the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
  • Adaptability—the individual adapts to changes in the work environment, manages competing demands and can deal with frequent change, delays or unexpected events.
  • Use a proactive approach to problem-solving with strong decision-making skills
  • Strong sense of team spirit and ability to transfer it to others.

Compensation

Starting pay at $75,000+ to commensurate with experience. Island Energy Services also offers a generous benefits package to include medical, dental, vacation, sick leave, 401k plus employer match, life insurance, etc.