Executive Assistant

Posted November 10, 2010 12:00 AM    

Sapphire Energy is a venture capital-backed company developing next generation biofuels based on recent advances in metabolic engineering. The company’s focus is the commercialization of high performance, low cost, and low carbon footprint biofuels that are direct replacements for conventional gasoline, diesel, and jet fuel.

• Scheduling and maintaining the busy calendars for the Business Development and Finance departments including travel (direct and through travel agent), conference calls, Web-Ex meetings, visitor meetings, event and meeting planning, etc.
• Coordination of business and personal errands from simple to complex including daily tasks such as coordinating meeting agendas, arranging travel , social events, concierge work, etc.
• Knows how to effectively and efficiently manage multiple tasks and keep a checklist to follow up on things (e.g., emails sent out, refunds on travel which often show up months later, expense reports, meeting details, food orders, etc).
• Will often need to quickly change course in a day and know how to handle important vs urgent matters.
• Screening calls, inquiries, and internal and external requests in very professional manner.
• Will work closely with other Executive Assistants in the company to ensure all meetings, tasks, etc. handled in professional and efficient manner. Will cover other departments when other assistants are out of office. Teamwork is required.
• Required to draft correspondence (must demonstrate excellent writing and grammatical skills) on a regular basis and gather materials from others for presentations.  Will often have to assemble professional quality materials for handouts and presentations for investor meetings, board meetings, department meetings, etc.
• Meeting and greeting visitors at all levels, general filing, handling incoming and outgoing mail and correspondence.
• Work will primarily be conducted in regular business day. However, occasional need to be reached by phone after hours to assist with last minute requests, stranded travelers, meeting material changes, etc. will occur.
• Other duties as assigned.

• Minimum 2 years of applicable administrative assistant work required.
• Excellent interpersonal skills along with verbal and written communication skills – must be an excellent ambassador for the company.
• Exceptional attention to detail, time management, organization and multi-tasking skills are required. Sees themselves as a perfectionist. Must demonstrate the ability to work in a very fast paced environment with competing priorities.
• Diligent attention to detail and have the demonstrated ability to spot any mistakes and speak up and reach out to others to correct before too late.
• Experience with booking complicated travel arrangements, knows how to explore and evaluate all options available for most effective travel arrangements. Must be able to assemble all required reservations and documentation to ensure smooth travel plans.
• Demonstrated ability to handle stress and tight deadlines in a professional manner.
• Excellent working knowledge of Microsoft Word, Excel, and PowerPoint.
• Must be able to maintain confidential information.
• Able and willing to assist with all manner of personal errands.
• Teamwork philosophy is required.