Executive Assistant

Description

Kern Energy is looking for an Executive Assistant to provide high-level administrative support to the Chief Executive Officer (CEO) and members of the executive team while overseeing the daily operations of the Long Beach office. This role ensures the smooth functioning of the office by managing schedules, communications, travel arrangements, and special projects. The ideal candidate possesses excellent organizational and communication skills, with a proven ability to multitask in a fast-paced environment while exhibiting Kern’s core values of Teamwork, Safety, Excellence, Integrity, and Connection.

Job Function

• Provide high-level administrative support to the CEO and members of the executive team.
• Ensure smooth day-to-day office operations for the executive team and office.
• Manage and maintain complex executive calendars, coordinating meetings, appointments, and conference calls.
• Plan and coordinate travel arrangements, including flights, accommodations, and ground transportation.
• Prepare, process, and track expense reports.
• Act as a liaison between members of the executive team, internal departments, and external stakeholders, ensuring smooth communication and information flow.
• Draft and coordinate responses to emails, phone calls, and other correspondence; prepare reports and presentations.
• Organize and maintain electronic and paper files and databases.
• Monitor office expenses and budgets, recommending cost-saving measures.
• Manage office supplies inventory, ordering as necessary, and maintaining office expenditure records.
• Oversee office equipment, including troubleshooting and coordinating with service providers.
• Process incoming and outgoing mail and packages.
• May assist in tracking CEO contractual obligations, program enrollments, and annual updates.
• Coordinate meetings, conferences, and special events, including scheduling, agenda preparation, and taking minutes.
• Ensure business licenses and registrations remain up to date.
• Maintain accurate records of employee time-off requests, payroll exceptions, and other important information.
• Provide administrative support to other team members as needed.
• Maintain confidentiality and handle sensitive information with discretion.
• Perform other administrative tasks as required.

Qualifications

Knowledge Skills

• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to multitask and prioritize in a fast-paced environment.
• Strong problem-solving skills and sound judgment in decision-making.
• Ability to work independently and as part of a team.
• Demonstrates proactive approaches to problem-solving.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Experience with financial or accounting tasks is a plus.
• Positive attitude, friendly demeanor, and willingness to learn.

Education/ Experience

• High school diploma or equivalent (Associate or Bachelor's degree preferred).
• 10 years of experience in an Administrative Assistant role, with at least 2 years in a senior administrative capacity supporting executives.
• Notary Public certification is a plus.

Salary : $90,000 - $136,000