Executive Assistant/Office Manager

At National Grid, we light up the world by harnessing the unique strengths of our people. Join us as an Executive Assistant/Office Manager and be part of a team that's driving forward the energy transition, creating a brighter, more sustainable future for all.

Unleash your superpower and bring energy to life.

National Grid is hiring an Executive Assistant/Office Manager for our National Grid Partners Team in Menlo Park, CA.

Job Purpose

Our Menlo Park Office Manager plays a crucial role, working closely with the Senior Leadership Team and wider National Grid Partners Team. You will look after their world by extensively and proactively managing diaries and emails, organize travel and accommodation, understanding and prioritizing key activities to assist in achieving deadlines, and managing the day-to-day running of the Menlo Park Office.

Key Accountabilities

You are a highly organized and forward-thinking individual with excellent communication skills and who can work in an ever-changing, fast-paced and pressurized environment. You will have the ability to work on your own initiative, be confident but in a professional and discreet manner.

For the Senior Leadership Team (Priority Order: 4 VPs, Finance Business Partner, Chief of Staff)

1. Proactively manage diaries and emails.
2. Organize travel and accommodation.
3. Proactive cost management around travel & expenses e.g. choosing most cost-efficient options for travel, suggesting alternatives etc.
4. Process expenses.
5. Arrange senior leadership site safety visits.
6. Co-ordinate meetings, seminars, conferences, where required, and dinners including Direct Report and team meetings.
7. Manage external board meeting calendar for VP of investment.
8. Manage a shared calendar or work planner for the SLT (i.e. MS planner) including sending update emails to individual SLT members.

Supporting the wider NGP Team (circa 25 FTEs)

1. Understand and prioritize key activities to assist in achieving deadlines e.g. reviewing documents.
2. Raise purchase orders and process invoices.
3. Manage subscriptions.
4. Act as the first point of contact to support the resolution of queries and issues.
5. Respond to stakeholders, customers and internal queries relevant in order to ensure immediate response to issues raised.
6. Act as the Ethics Lead for the team.
7. Act as the Compliance Lead and deliver administration/coordination with central Risk Manager for S&R.
8. Processing and monitoring Salesforce tickets / Point of contact for Proforma IT system (Salesforce management).
9. Organize recurring meetings for team and provide advanced information to the teams.
10. Provide/coordinate pre-reads and content for the meetings.
11. Management of SharePoint so that content is easy for NGP teams across time zones to self-serve.
12. Keep Distribution Lists and permissions up to date.
13. Administration/update shared documents i.e. Org Chart.
14. Support NGA summit admin where appropriate.

Office Manager duties include:

1. Negotiate contracts with suppliers.
2. Management of stationery / printing supplies.
3. Provide/arrange company branded merchandise.
4. Coordinate events for the office.
5. Coordinating external guests.
6. Meet and greet external guests.
7. Catering for the office where required.
8. Receive, prioritize, acknowledge and answer incoming mail and routine enquiries.
9. Working with the Finance Business Partner / budget holder.
10. Raising Purchase Orders and paying invoices.
11. Owning interactions with NG internal procurement.
12. Working with HR and assisting with Admin and Onboarding / Offboarding for NGP team members.

Qualifications

1. Strong working knowledge of Microsoft Applications: Word, Excel and PowerPoint.
2. Ability to assemble and handle highly confidential and sensitive information with discretion.
3. Prioritizing and organizing a busy workload.
4. Excellent use of all Microsoft Office applications.
5. Good communication skills.
6. Demonstrate initiative.
7. Demonstrate a flexible approach and “can do” attitude.

More Information

$85k - $100k a year

This position has a career path which provides for advancement opportunities within and across bands as you develop and evolve in the position; gaining experience, expertise and acquiring and applying technical skills. Candidates will be assessed and provided offers against the minimum qualifications of this role and their individual experience.

National Grid is an equal opportunity employer that values a broad diversity of talent, knowledge, experience and expertise. We foster a culture of inclusion that drives employee engagement to deliver superior performance to the communities we serve. National Grid is proud to be an affirmative action employer. We encourage minorities, women, individuals with disabilities and protected veterans to join the National Grid team.