Administrative Specialist - Minneapolis, MN

Xcel Energy•Minneapolis, MN

3d•Hybrid

About The Position

This position applies technical knowledge and skills to provide information processing and business services that meet Xcel Energy Nuclear business and regulatory needs. The role handles confidential and complex assignments and manages, coordinates, and supports a wide range of project-related activities for nuclear sites. It maintains the records management program, including preparing documents for scanning and managing electronic files, retention, storage, retrieval, and destruction. The role also supports daily office operations and site leaders through document and records quality assurance, meeting and calendar coordination, travel arrangements, expense reporting, communications, research, presentations, training, and procedure development. Daily, Outage, and Emergency Response Organization (ERO) duties may require a flexible schedule that includes backshift, weekends, and/or overtime.

Requirements

High school diploma or GED.
Five or more years of relevant experience and/or post-secondary education.
Proficiency in Microsoft Office Suite.
Ability to maintain highly confidential information.
Exceptional organizational skills and strong attention to detail.
Strong keyboarding skills.

Nice To Haves

Nuclear experience.
Previous executive support experience.
Previous experience with SharePoint.

Responsibilities

Interface with corporate departments and handle confidential, high-priority, time-sensitive requests supporting compliance activities, inspections, evaluations, and other initiatives.
Coordinate and develop presentations, and create and edit correspondence and other documents.
Conduct special projects requiring research and report development, and communicate results to all levels of the organization.
Provide backup support for all business areas, including senior leadership.
Perform quality assurance and control of documents and records in accordance with the nuclear records retention schedule.
Word-process controlled documents, maintain copyholder and distribution lists, and process critical and transitional drawings.
Monitor and conduct periodic audits to maintain the integrity of the document repository, satellite file locations, nuclear records repository, and Quality Assurance records vaults.
Develop and provide training in areas of office expertise, and develop and revise procedures and training materials to improve office efficiency.
Coordinate mail and answer, screen, delegate, and handle incoming calls as needed.
Support and coordinate logistics for internal and external meetings.
Coordinate and manage site leaders’ calendars and schedules, proactively address conflicts, and reassign meetings or other priority assignments as needed.
Make travel arrangements for leaders and prepare itineraries, logistics, agendas, and supporting documentation.
Reconcile travel expenses and prepare expense reports in accordance with corporate travel and company policies.
Perform daily, Outage, and Emergency Response Organization duties to support the site.