Executive Administrator - Applied Research Associates, Inc

The ARA Better Fuels Group is seeking an executive administrator to support the Vice President of Fuels Development, who leads our efforts in developing and commercializing our refinery technologies. The executive administrator serves as the eyes and ears for the VP, connecting organizations, projects, and critical business information to the VP, ensuring meetings and materials are efficient and effective, and serving as a trusted partner to deliver against the legal priorities of the business.

The dynamic nature of this role requires exemplary time management skills and the ability to identify and anticipate the VP’s needs. The executive administrator must interact seamlessly with a broad range of individuals, including energy industry customer and partner contacts, members of the senior management team, and team members who report to the VP. To perform this job successfully, the executive administrator is expected to handle highly sensitive and confidential financial, legal, personnel, and institutional information while exercising professionalism and discretion.

What you will do as an executive administrator:

• Work directly with the VP to support all aspects of his daily work routine.
• Maintain the VP’s calendar, including scheduling meetings, appointments, speaking engagements, and domestic and international travel arrangements. Exercise discretion in committing time and evaluating needs.
• Coordinate work with other Better Fuels Group staff as needed; play a key role in the coordination of staff efforts both within and outside the group.
• Assist in developing presentations and white papers for internal and external audiences.
• Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
• Prepare, reconcile, and submit expense reports.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes, summaries, and action items.
• Determine priority of matters of attention for the VP; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or executives as needed.

The ideal candidate is:

• A detail-oriented self-starter with prior experience with a technology team
• Someone who exhibits sound judgment, with the ability to prioritize and make decisions
• Energetic and eager to tackle new projects and ideas
• Comfortable interacting with high-level executives
• A team player capable of cultivating productive working relationships across the firm
• Resourceful, with a can-do attitude
• Someone who thrives in a fast-paced environment

Executive administrator requirements:

• Bachelor’s degree and 2-4 years of experience supporting a senior executive or team, or 8+ years of directly relevant experience without a degree
• Excellent computer skills, including mastery of Microsoft Excel, Word, and PowerPoint
• Exceptional writing, editing, and proofreading skills
• Excellent organization and time-management skills

About ARA:

ARA is an employee-owned international research and engineering company recognized for providing technically superior solutions to complex and challenging problems in the physical sciences. The company, founded in Albuquerque, NM, in 1979, currently employs over 2,000 professionals and continues to grow.

ARA offices throughout the United States and Canada provide expertise across a broad range of engineering and science technologies. Our Better Fuels Group develops and deploys innovative fuels technologies, converting waste products to renewable fuels, and creating high-value products for a sustainable future. ARA employs traditional refinery equipment and novel water-based technologies to make fuels and chemicals, including sustainable jet fuel that meets petroleum specifications without blending and diesel fuel that is virtually indistinguishable from petroleum.

At ARA, employees are our greatest assets. We realize that employee ownership spawns greater creativity and initiative along with higher performance and customer satisfaction levels. ARA provides employees the tools, training, and opportunities to take active roles as owners. The culture is challenging; innovation and experimentation are the norm. Our employee-owners are the keys to our success, and they share our achievements through career advancement and through company contributions to the Employee Stock Ownership Plan (ESOP). The motto, “Engineering and Science for Fun and Profit” sums up the ARA experience.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)