Administrative Assistant II

First Solar, Inc.; Phoenix (AZ); On-site; USD 33,062 - 45,460; Full time

Job summary

First Solar, Inc. in Phoenix is seeking an experienced administrative professional to support the CFO/General Counsel. The role covers meeting scheduling, travel coordination, document control, and executive-level support including invoicing and financial reporting tasks.

Qualifications include a high school diploma, 3–5 years in a related role, and familiarity with corporate finance processes. Strong communication, confidentiality, and multi-tasking are essential for success.

Qualifications

• High School Diploma or GED required.
• College degree in Finance/business a plus.
• 3 to 5 years of related experience required.
• Familiarity with corporate concepts and fast-paced environment.
• Experience supporting Finance team is a plus.

Responsibilities

• Approve and process Finance VP invoices.
• Make Pcard purchases and perform monthly reconciliations.
• Assist in Visa documentation and travel-related submissions.
• Maintain SharePoint site on POWER.
• Proof and format reports and documents as needed.
• Support associates with questions, supplies, and scheduling.
• Coordinate meetings, travel, and live events; take minutes.
• Serve as liaison between teams, executives, clients, and vendors.
• Process expenses and invoices for Finance VPs.
• Assist special projects and quarterly financial events.

Skills

Interpersonal skills

Independent work

Time management

Problem solving

Team support

Confidentiality

Attention to detail

Process improvement

Cross-functional liaison

Education

High School Diploma

College degree in Finance/business

Tools

SharePoint

Microsoft Office

Job description

First Solar reserves the right to offer you a role most applicable to your experience and skillset.

Basic Job Functions

Directly responsible for a variety of administrative functions including but not limited to meeting schedules, travel coordination, document control and other support functions, such as composing memos, transcribing notes, research, creating presentations and supporting external and internal meetings and events. Will have a significant role in coordinating and managing legal invoice administration. May assist with compiling financial reports, preparing expense reports, and handling multiple projects.

Education/Experience

• High School Diploma or GED required.
• College degree in Finance/business a plus.
• 3 to 5 years of experience in a related position required.
• Rely on experience and judgment to plan and accomplish goals.
• Requires a familiarity with a variety of corporate level concepts, practices, and procedures.
• Exposure to or experience with a high energy, fast paced environment.
• Familiarity with corporate business cycle or experience supporting Finance team or organization a plus.

Required Skills/Competencies

• Ability to interact with others effectively within the corporate environment.
• Ability to take direction, proactively identify problems, develop solutions, conduct analysis independently and in collaboration with others.
• Ability to work independently, manage multiple tasks and projects.
• Ability to make decisions and execute effectively.
• Ability to work within a team environment and provide back-up support to other assistants as needed.
• Maturity to handle confidential issues and communicate effectively with team members and senior executives.
• Ability to anticipate, change and react efficiently and expeditiously.
• Will have knowledge of confidential business and personal information. Discretion and confidentiality are critical.
• Systematic approach in carrying out assignments including appropriate follow-up.
• Build and maintain strong working relationships with key internal and external business partners.
• Ability to analyze process and procedures with eye toward continuous improvement.

Essential Responsibilities

• Approve and process Finance VP invoices.
• Make various Pcard purchases for department; perform monthly reconciliations.
• Assist in Visa documentation and submissions for Company travel.
• Maintain SharePoint site on POWER.
• Proof and format reports and documents as needed.
• Support new associates by answering questions, ordering business cards, office supplies etc.
• Support staff by creating or maintaining schedules and reports as well as travel and meeting/live meeting coordination.
• Place, receive, and screen calls and receive outside guests in a professional manner.
• Assist in the processing and submittal of Purchase Requisitions.
• Assist staff in developing and finalizing up to advanced level presentations and posters for internal and/or external use.
• Lead as needed with staff meetings, team building events, various trainings, seminars and events which includes organizing and coordinating logistics, room set up, food ordering, taking minutes/notes and AV support.
• Serve as a liaison between cross functional teams, project directors, project team members, accounting, other administrative staff, clients, subcontractors, and consultants.
• Provide support to associate requests as needed.
• Maintain filing systems and record retention (Electronic and hard files).
• Assists in coordination of time-sensitive and critical document preparation and signature facilitation.
• Process and submit expenses reports and invoices for Finance VPs.
• Assist with special projects as needed.
• Assist in support of quarterly financial events including event coordination and external meetings/notetaking.
• All other duties as assigned.
• Job description subject to change at any time.

Reporting Relationships

• Reports to Chief Financial Officer and General Counsel
• This position will not have direct reports

Travel

• 0%-10% Travel required.

Estimated Salary Range

• $23.50 - $33.00

Office Physical Requirements

All positions in our office require interaction with people and technology while either standing or sitting. To best service our customers, internal and external, all associates must be able to communicate face-to-face and on the phone with or without reasonable accommodation. First Solar is committed to compliance with its obligations under all applicable state and federal laws prohibiting employment discrimination. In keeping with this commitment, it attempts to reasonably accommodate applicants and employees in accordance with the requirements of the disability discrimination laws. It also invites individuals with disabilities to participate in a good faith, interactive process to identify reasonable accommodations that can be made without imposing an undue hardship.

Equal Opportunity Employer Statement

First Solar is an Equal Opportunity Employer that values and respects the importance of a diverse and inclusive workforce. It is the policy of the company to recruit, hire, train and promote persons in all job titles without regard to race, color, religion, sex, age, national origin, veteran status, disability, sexual orientation, or gender identity. We recognize that diversity and inclusion is a driving force in the success of our company.

Potential candidates will meet the education and experience requirements provided on the above job description and excel in completing the listed responsibilities for this role. All candidates receiving an offer of employment must successfully complete a background check and any other tests that may be required.