Edison Works Administrative Assistant

Job Description SummaryWe are seeking a highly organized and proactive Administrative Assistant to provide comprehensive support to the General Managers at Edison Works. The ideal candidate will be a detail-oriented professional with exceptional communication skills, the ability to manage multiple priorities, and a commitment to maintaining confidentiality. This role is critical in ensuring the smooth operation of daily activities and supporting the General Managers in achieving organizational goals.

Job Description

Administrative Support:

• Manage the assigned General Managers calendars, schedule meetings, and coordinate appointments for them.
• Design and ensure (including content coordination) operating mechanisms such as 1:1s, team meetings (including in-person/virtual offsites), all hands meeting etc., are conducted.
• Handle incoming and outgoing communications, including emails and phone calls, with professionalism and discretion.

Meeting Coordination:

• Organize and prepare materials for meetings, including agendas, minutes, and follow-up actions.
• Coordinate logistics for on-site and virtual meetings, ensuring all technical and physical requirements are met.

Travel Arrangements:

• Arrange domestic and international travel, including flights, accommodations, and transportation.
• Prepare detailed itineraries and ensure all travel-related documents are in order.

Office Management:

• Maintain and organize files, records, and documentation for easy retrieval.
• Order and manage office supplies, ensuring availability for daily operations.

Project Assistance:

• Support General Managers in the execution of special projects and initiatives.
• Conduct research and compile data to assist in decision-making processes.

Confidentiality and Discretion:

• Handle sensitive information with the utmost confidentiality and professionalism.
• Act as a trusted liaison between General Managers and internal/external stakeholders.

Required Qualifications:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
• Minimum of 3 years of administrative support experience.
• Must be willing and able to hold a US government security clearance.

Desired characteristics:

• Ability to collaborate cross-functionally with senior leaders, executive assistants and team members across all levels of the organization.
• Proven experience as an Administrative Assistant or in a similar role, preferably supporting senior executives.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Strong organizational and time-management skills, with the ability to prioritize tasks effectively.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and attention to detail.
• Ability to work independently and collaboratively in a fast-paced environment.
• Quick and eager learner.
• Transparent: shares critical information, speaks with candor, contributes constructively.

This role requires access to U.S. export-controlled information. Therefore, for applicants who are not asylees, refugees, lawful permanent residents or U.S. Citizens (i.e., not a protected individual under the Immigration and Naturalization Act, 8 U.S.C. 1324b(a)(3), otherwise known as a U.S. Person), final offers will be contingent on the ability to obtain authorization for access to U.S. export-controlled information from the U.S. Government.

Additional Information