Power - Administrative Assistant or Executive Assistant (DOE/Q)

City of Idaho Falls•Idaho Falls, ID

2d•Onsite

About The Position

The City of Idaho Falls is accepting applications for an Administrative Assistant or Executive Assistant for Idaho Falls Power. Under the direction of the general manager (GM), this position provides high-level, professional, and confidential administrative support. Serving as a key liaison to the executive team and utility board and manages board-related processes. This position plays a central role in supporting strategic initiatives, facilitating communication, and maintaining efficient executive workflows. Success in this role requires sound judgement, exceptional communication abilities, and a high-level of professionalism and discretion.

Requirements

Associate's degree in business administration, management, public administration or related field; Bachelor's degree preferred
Six (6) years of progressive work experience supporting executive leadership and/or governance functions; OR An equivalent combination of education and experience.
Knowledge and deep understanding of: Executive office practices, business communication, document preparation, grammar and punctuation, records maintenance, and public relations.
Nonprofit governance, board processes and municipal experience preferred.
Skilled in: Microsoft Office 365, board management software, exceptional written and verbal communication, strong organization and attention to detail, prioritization and task coordination.
Ability to: Work independently under deadlines; collaborate as part of a team; communicate professionally; analyze issues and apply good judgment; maintain confidentiality; adapt to changing priorities; develop and maintain strong working relationships.
Must possess a valid Idaho State driver's license.
Must be able to obtain and maintain a State of Idaho notary license.
Type a minimum of 50 words per minute.

Nice To Haves

Bachelor's degree
Nonprofit governance, board processes and municipal experience

Responsibilities

Provide direct communication and strategic support to the GM.
Participates on the management team and supports the GM in evaluating and developing strategies to enhance the utility’s operational efficiency and effectiveness in alignment with its strategic goals.
Facilitate cross-departmental communication and ensure timely follow-through on executive action items.
Prepare high-level communications, presentations, and reports, internal and external.
Serve as liaison between executive leadership and internal/external stakeholders.
Work closely with the GM on matters of a confidential or sensitive nature.
Draft correspondence, maintain personnel and office files, and manage large volumes of confidential information.
Develop and/or evaluate performance metrics, policies, and procedures for compliance as assigned.
Attend and participate in department safety, leadership, project, union negotiations and budgetary meetings.
Plan, organize and execute departmental and external special events.
Answer and screen the GM’s calls, respond appropriately, and follow up on outstanding items.
Manage the GM’s calendar and meeting schedule to ensure optimal time management.
Schedule meetings as needed, work with those within the department, city and external stakeholders to schedule time with the GM.
Coordinate official business with Department Directors, the City Clerk’s Office, Public Information Officer, Mayor’s Office, Legal Department, department leadership team, and utility staff.
Arrange travel for the GM and executive staff, including travel requests and reconciliation.
Review incoming correspondence; prioritize and respond appropriately; seek GM direction if warranted.
Assist the public relations and communication program of the utility as directed by the GM.
Perform complex assignments involving internal and external stakeholders.
Effectively manage multiple projects simultaneously.
Utilize logical, global thinking strategies for successful outcomes.
Performs backup for department’s administrative assistant.
Prepare board packets, council memos and other general board/council correspondence as needed.
Ensure compliance with bylaws, charters, and regulatory/governance standards.
Develop and implement best practices for board engagement, onboarding, and continuing education.
Review and screen agreements for accuracy and notarize as warranted.
Perform other related duties as assigned.