California Bioenergy LLC is hiring: Administrative Assistant in Costa Mesa

POSITION DESCRIPTION

Position Title: Administrative Assistant

Department: Greenhouse Gas (GHG) Team

Reports To: Vice President, GHG Programs

Location: Costa Mesa, CA

Salary: $66,560 - $70,000

Classification: Exempt

COMPANY DESCRIPTION

CalBio is seeking an organized and detailed-oriented professional for the position of Administrative Assistant. Reporting to the Vice President of GHG Programs and supporting the broader GHG Team, the Administrative Assistant’s primary role is to manage the administration of CalBio’s participation in and reporting under California’s Low Carbon Fuel Standard (LCFS) and U.S. EPA’s Renewable Fuel Standard (RFS) across CalBio’s growing portfolio of projects. The position offers the opportunity to work with a variety of internal and external stakeholders and grow professionally in a role that contributes to the transition to a low-carbon economy.

POSITION PURPOSE

CalBio is seeking an organized and detailed-oriented professional for the position of Administrative Assistant. Reporting to the Vice President of GHG Programs and supporting the broader GHG Team, the Administrative Assistant’s primary role is to manage the administration of CalBio’s participation in and reporting under California’s Low Carbon Fuel Standard (LCFS) and U.S. EPA’s Renewable Fuel Standard (RFS) across CalBio’s growing portfolio of projects. The position offers the opportunity to work with a variety of internal and external stakeholders and grow professionally in a role that contributes to the transition to a low-carbon economy.

PRINCIPAL DUTIES AND RESPONSIBILITIES

The primary role of the Administrative Assistant is to support administrative processes required for the timely and successful generation of LCFS and RFS RIN credits across CalBio’s portfolio of projects. Core responsibilities include the following:

• Coordinate and facilitate execution/approval of affidavits, certificates, invoices, and other documents requiring signature and notary.
• Manage documents and maintain task trackers required for quarterly and annual regulatory reporting.
• Request documents and information from dairy partners and serve as GHG Team liaison, working closely and communicating with CalBio’s other departments.
• Coordinate with verification bodies, consultants, dairy partners, and staff across other CalBio departments to plan and schedule site visits.
• Coordinate with the HR Team to stay up to date on CalBio company policies.
• Understand the steps, regulatory requirements, and business impacts of the credit generation process under LCFS and RFS programs.
• Edit/prepare content for presentations given by CalBio’s staff in various speaking engagements.
• Problem‐solve and troubleshoot errors, misreporting, incorrect data, and other similar issues that arise.
• General office management such as ordering equipment/supplies, booking travel, scheduling meetings, etc.

Additional responsibilities include the following:

• Grant Preparation and Reporting: CalBio prepares grant applications through public agencies such as the California Department of Food and Agriculture (CDFA), the California Public Utilities Commission (CPUC), California Energy Commission (CEC), and potentially others. The Administrative Assistant will have roles in this important work, particularly in preparing grant applications, supporting documentation, and helping to identify relevant funding opportunities for CalBio projects.
• Other: CalBio is a growing company where roles and responsibilities may evolve over time as needs arise. The Administrative Assistant is expected to adapt when help is needed in areas which are not described in this job description. As knowledge and interests within the company develop, opportunities will be given to pursue these further to the extent possible.

QUALIFICATIONS

• Bachelor’s degree or equivalent experience in business, public policy, political science, communications, or related field.
• Professional experience in operations, project, and/or administrative management for private, government, and/or non-profit organizations. Experience working and communicating with internal and external stakeholders is a plus.
• Administration: Demonstrated ability to manage and process a large volume of documents, coordinate and maintain schedules, track and monitor progress, anticipate and manage inaccuracies, and leverage relevant tools to communicate across and obtain information from CalBio teams.
• Communication: Excellent verbal and written communication skills, with the ability to prepare professional, well-organized emails, letters, memos, reports, presentations, etc. that may be public facing, as well as liaise with CalBio’s dairy partners and other external stakeholders.
• Organization: Exceptional organizational skills and attention to detail required, including experience with document control, recordkeeping, effective file management, and managing and protecting confidential business information.
• Adaptable/Flexible: Ability to effectively shift workload, priorities, and resources with changing scope and deadlines and still maintain overall work quality.
• Teamwork: Demonstrated ability to work independently and within collaborative team environment.
• Software: Proficiency in Windows-based applications (Outlook, Word, and Excel) on a PC required.
• Demonstrated interest in climate, energy, policy, and/or environmental issues
• Valid driver’s license and ability to operate a motor vehicle in California is required.

WORKING CONDITIONS

The position will be based in our Costa Mesa, CA office. Periodic site visits will be required in industrial and agricultural environments, primarily outdoors in the central valley of California. Temperatures range from 30 deg F in the winter to 115 deg F in the summer. Limited exposure to hazardous materials and/or toxic fumes will require the use of approved personal protective equipment. Exposure to heat, noise, flammable materials, rotating equipment, and other conditions normally encountered in an industrial environment should be expected. California Bioenergy will ensure all applicable work rules and safety requirements are closely adhered to.

BENEFITS

Position includes a competitive benefits package including health, dental, vision, bonus, paid time off, 401k matching program, and more.