Executive Assistant

Position Type: Full-time, Exempt, Salary

Reports to: Chief of Staff

Supervisory Responsibility: None

Location: Jacksonville, FL

Company Summary

Stellar Energy provides custom power augmentation and energy plant solutions for power generation and utilities, liquefied natural gas (LNG), data center, biopharma and other markets. Stellar Energy’s innovative solutions include turbine inlet air chilling, inlet air conditioning (heating and cooling), evaporative cooling, direct contact air chilling, thermal energy storage, district cooling and central utility plants. The company’s experience spans more than 20 years and stretches across the globe, with offices in the United States, Asia and the Middle East and North Africa (MENA) region.

Summary

The Executive Assistant is responsible for overall administrative support of the Executive Chairman and Chief of Staff.

Essential Functions

• Prepares a variety of memos, forms, letters, and reports.
• Manages NDA log.
• Notes commitments made by executives during meetings and arranges for staff implementation.
• Attends meetings, takes meeting minutes, issues action items, and tracks progress on executive’s behalf.
• Reads outgoing correspondence for executive approval and alerts writers to any conflicts or departure from policies or executive's viewpoints.
• In executive's absence, ensures that requests for action or information are relayed to the appropriate staff member.
• Interprets requests, helps implement action, and decides whether executive should be notified of important or emergency matters as needed.
• Organizes and arranges for staff members to represent organization at meetings and conferences, using own initiative.
• Contacts or replies to contacts from high-ranking individuals who may be from large national or international firms and may involve unique situations, and each contact must be handled differently, using judgment and discretion.
• Reads and routes incoming mail.
• Completes all other duties as directed by CEO and Chief of Staff.
• Prepares for ISO 9001 and other audits.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies

• Initiative.
• Time Management.
• Communication Proficiency.
• Organization Skills.

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Position Type/Expected Hours of Work
This is a full-time position, and hours of work and days are Monday through Friday, 8:00 a.m. to 5 p.m.

Travel
No travel is expected for this position.

Required Education and Experience

• At least two years of previous experience in office management or paralegal experience.
• Working knowledge of mail processes such as postage machine, FedEx and UPS.

Preferred Education and Experience

Additional Eligibility Qualifications
None.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Stellar Energy Americas Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Stellar Energy Americas Inc. complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.