Administrative Assistant

ISO New England Inc.•Windsor, CT

16h•$69,000 - $100,000•Hybrid

About The Position

ISO New England is the independent system operator responsible for ensuring the safe and reliable flow of electricity in our region and planning for the future of the electric grid. We are at the forefront of New England’s ongoing transition to clean energy. This position provides direct administrative support for the Vice President, System Planning (SP), and including, but not limited to, the directors and managers of SP, and their respective staff. The work performed will be varied and complex and involve highly confidential administrative duties and communications support.

Requirements

Associate’s degree in business administration, secretarial science, communications, or equivalent preferred
5+ years related experience in an executive administrative support position required
Skilled in typing, effective composition skills in developing written communication, strong proofreading skills, and the ability to work independently and prioritize is required
Background in forecasting and monitoring budgets and other special projects in an administrative or hands-on fashion is required
Experience providing complex administrative support in a high-profile environment with tact and diplomacy
Excellent oral and written skills, along with strong organizational and teamwork skills
Self-motivation, initiative, and the ability to handle multiple tasks/priorities is also required
Must have experience providing direction to staff when needed, working as a liaison with other departments and at different levels throughout the company
Demonstrated proficiency with Microsoft Office, Excel, and PowerPoint

Responsibilities

Maintain VPs calendar, which includes calendaring periodic events for the following year (e.g., staff meetings, connect meetings, and all-hands meetings)
Coordinate meeting arrangements and manage appointments (includes visitor requests, catering, dial-in numbers for conference calls, A/V needs, and travel/hotel arrangements)
Maintain staff meeting/general action items and ensure timely follow-up on all items
Prepare and distribute human resource and facility forms as needed (e.g., Personnel Vacancy Requests/Personnel Change Requests/Workspace Requests)
Support material preparations for the System Planning and Reliability Committee (SPARC) of the ISO Board of Directors; schedule preparation meeting before each SPARC meeting
Email pertinent department members for monthly key deliverables (e.g., SLT Risk Summary, Corporate Scorecard, Participants’ Committee, SPARC)
TCA and FCM/FCA Assistance and Transmission Committee and Reliability Committee Support, including TCA Written Finding and Determination Letters and TCA Additional Information Requests
Assist with the final versions of Word documents and PowerPoint presentations to ensure documents meet department standards
Coordinate seating for all SP departments (i.e., new hires, consultants & interns)
Track completion of mandatory training requirements
Update calendar/email/distribution lists
Support ISO data labeling policies to ensure compliance
Provide Windsor reception coverage as needed
Order office supplies for the SP department
Other projects as assigned
Monitor and manage department budgets – Review and assess monthly and quarterly reports, and research and reconcile inconsistencies
Prepare quarterly forecasts with input from department directors/managers
Analyze reports for quarterly forecasts for entire SP department and summarize for VP’s review
Prepare necessary financial documents (e.g., Budget Change Requests, Purchase Requisitions, Check Requests, Accruals, Risks & Opportunities)
Process professional organization fees/renewals for SP department (e.g., IEEE memberships)
Monitor and record expenses via spreadsheets for use in reconciling invoices and budget amounts (includes approving invoices before they are sent to the cost center manager for approval); adjust purchase orders and scopes of work, if necessary
Submit expense reports for VP
Develop initial drafts of emails/memos/letters; ensure company visual identity guidelines are followed
Proof/copyedit/reformat other SP memos/letters/meeting presentations