Executive Assistant

Executive Assistant Overview

Purpose Statement: The Executive Assistant provides high-level administrative support to Information Technology, Sustainability, Government & 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.

Essential Functions/Responsibilities:

• Manages invoice submissions, tracking, and follow up with vendors or internal teams.
• Initiates and processes 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 to accomplish 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, including the 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.

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.