Executive Assistant

As an Executive Assistant (EA) you will work with our Chief Executive Officer to organize, prepare, and be well-equipped for their changing schedule and responsibilities. A successful EA will focus on making time, information, and decision processes more effective. Working closely with the CEO and Leadership Team, you will solve problems, craft communications, and manage relationships. You will have visibility to executive-level issues, priorities, and communication, requiring integrity and judgment as to when you share information.

You must combine the ability to anticipate needs, prioritize, and work independently with strong attention to detail and a can-do positive attitude. Strong verbal and written communication skills, an ability to multi-task seamlessly, and strong decision-making ability are critical for this position. You will have daily interaction with employees at all levels both inside and outside the Company and require a high degree of professionalism and business presence.

Responsibilities:

• Manage the CEO’s calendar, including coordinating availability for meetings, preventing scheduling conflicts, prioritizing the most sensitive matters, and ensuring that follow up is conducted in a timely manner.
• Coordinate and manage domestic and foreign travel as requested by CEO and additional Executives, including airline, car rental, and hotel reservations for off-site events and activities.
• Anticipate needs of the CEO and prepare resources accordingly.
• Plan, coordinate and ensure the CEO’s schedule is followed and respected, while acting as a "gatekeeper" to create win-win situations for direct access to the CEO’s time.
• Assist in planning and organizing executive and companywide events both on and off-site.
• Research, prioritize, and follow up on incoming issues and concerns, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
• Complete a broad variety of administrative tasks, such as writing and editing e-mails, drafting memos, and preparing correspondence that is sometimes confidential. Arrange travel plans, itineraries, and agendas; and compile/create documents or presentations for meetings.
• Organize meetings, including scheduling, sending reminders, and organizing catering/lunches when necessary.
• Support CEO with cross-department working groups, keeping agendas, and helping members to be accountable for key deliverables.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
• Take ownership for filling in gaps as seen, proactively solving problems.
• Assist Executives when needed by providing proactive follow-up, including tracking of major deliverables.
• Work during normal operating hours to organize and complete work within given deadlines. Availability outside of normal working hours, including weekends may be required.
• Coordinate, prepare for, and support virtual, phone, and in-person meetings.
• Special projects as requested (ad hoc tasks).

Qualifications:

• Associate degree (A. A.) or equivalent from two-year College or technical school; or 5 plus years related experience and/or training; or equivalent combination of education and experience supporting an executive, preferably within the construction industry.

• Proficient in Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
• Excellent oral and written communication skills as well as time management are a must.

• Exceptional attention to detail, organization, ability to recognize discrepancies, and active listening skills.

• Able to manage and coordinate complex travel.

• Able to take direction and provide timely feedback on the progress of tasks.

• Strong planning and organizational skills with the ability to set priorities.
• Able to effectively organize and manage multiple electronic calendar appointments and meetings.
• Able to anticipate and proactively address CEO’s needs.

• A whole lot of creativity and a healthy dose of patience.

• Flexible and can adapt and handle unscheduled events and changing priorities.
• Ability to build strong working relationships both in and outside the Company and display good judgment in decision-making and in maintaining confidentiality.

• Ability to multitask, work independently and demonstrate sound judgment.
• Deadline-driven with a sense of urgency.
• Able to take direction and provide timely feedback on the progress of tasks.
• Strong emotional intelligence and interpersonal skills.
• Able to travel when required.

Gemma Benefits

• Advancement and Growth Opportunities
• Paid Time Off
• Comprehensive Nationwide Health and Welfare Benefits
• Company Sponsored Events
• Financial Planning and Savings Resources
• 401k Retirement Savings Plan
• Paid Holidays
• Work Life Balance

About Gemma Power Systems:

Gemma Power Systems, a wholly owned subsidiary of Argan Inc. (NYSE: AGX), is a leading Engineering, Procurement and Construction (EPC) company providing innovative solutions for the power, renewable and industrial industry. Our wide-ranging and comprehensive experience comprises more than 15 GW installed capacity including state-of-the-art combined cycle and simple cycle gas turbine plants, biomass projects, solar facilities, wind farms, biofuel plants, industrial and environmental facilities spanning the continental United States.

Additional information about Gemma Power Systems can be found at www.gemmapower.com

Gemma Power Systems is an equal opportunity employer. Employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status or any other protected classification as established under federal, state, or local law.