Executive Assistant III

Grant PUD•Ephrata, WA

18h•Hybrid

About The Position

Working under general direction, serves as the executive assistant on administrative matters to a Vice President (VP) or Senior Vice President (SrVP). Positions establish office procedures, standards, and deadlines. These roles include complex administrative tasks such as organizing work, travel planning, data analysis/tracking, report compilation, database management, and office coordination functions.

Requirements

Bachelor's degree in Business Administration or related field, or 2 additional years of relevant experience in lieu of degree.
3 years’ of progressively responsible administrative support experience including travel planning, budget assistance, drafting correspondence, and project coordination/facilitation.
Knowledge of organizational policies and procedures; business and administration principles and concepts; public utility processes; department policies and procedures; file and records management; office organization principles, and parliamentary procedures.
Skill in operating a personal computer and general office equipment; typing and entering data with speed and accuracy; travel arrangements; computer software relative to maintaining databases, spreadsheets, and word processing; utilizing Microsoft Office 365 applications; working well under pressure; interpersonal skills including clear and concise communication both in writing and verbally; and use of personal judgement, discretion, tact, courtesy, patience, and confidentiality.

Nice To Haves

Experience in a public utility or government agency.
Experience providing administrative support to a senior or executive level manager.
Relevant training or certifications in areas such as continuous improvement, organizational change management, project management, or Certified Administrative Professional.

Responsibilities

Provide confidential, executive level administrative support to assigned VP or SrVP.
Exercise independent initiative, judgment and discretion when making decisions.
Anticipates the business needs of VP or SrVP.
Utilizing various tracking systems and software, input data, verify accurate, organized and timely representation of information to enable leadership to make data informed decisions.
Provides complex administrative support for managers in budget functions.
Participates in establishing short and long-term work plans and performance goals.
Support departmental initiatives and projects and assist with tracking progress and deliverables.
Liaise with other executive assistants, senior leadership, and external partners to coordinate activities.
Handle sensitive information with the utmost confidentiality and professionalism.
Responsible for scheduling appointments, making phone calls, scanning, and filing, responding to emails, finalizing travel arrangements, and monitoring the schedule of various upper management employees; handle the receiving, sorting, and dispersing of mail, inventory etc.; demonstrates a high level of organization to facilitate the success of supported individuals.
Ensure that invoices submitted are within contract boundaries.
Maintain documentation and aid in the payment process of such invoices.
Contribute to a successful and productive work group through positive interactions, active listening, meaningful collaborations, and the constructive exchange of ideas designed to meet or exceed the organization's strategic goals.
Coordinate and maintain effective executive level office procedures and efficient workflows.
Communicate in a confidential, professional, respectful, and courteous manner with all Grant PUD personnel, contractors, and customers on behalf of the VP or SrVP.
Assist with answering phone calls using initiative and judgment to see those matters requiring attention are referred to the appropriate staff member.
Coordinates weekly meetings, prepares meeting agendas, produces meeting minutes, and provides follow up documentation to managers and department heads; prepare and schedule various training events; facilitate meeting success by providing and ensuring all arrangements are scheduled.
Assist in placing orders and following up on orders placed; create and update various spreadsheets to document orders placed and budget spent; track budgets for all units and appropriately document costs; work with managers to maintain solid budget foundation and plan.
Prepares annual reports and resolves contractual issues.
As needed, coordinates space management with appropriate internal groups (i.e., Facilities) including renovation and/or remodeling; assists in preparation of long-range plans for space utilization and renovation.
Participates in strategic and quality planning process.
Coordinates with program managers and budget staff in preparing budget-related information.
Coordinates policy matters within the Grant PUD and with other outside entities (as needed); investigates and coordinates operating methods and procedures with other similar organizations; develops improved administrative methods.
Coordinates administrative standards and procedures for independent departmental functions.
Prepares correspondence for supervisor; exercises signature authority on administrative correspondence when requested.
Represents and/or communicates on supervisor’s behalf at meetings, conferences, etc.; speaks for supervisor on administrative policy matters as needed.
Leads and/or coordinates projects as needed.
Establishes procedures and interprets and applies administrative policies to the work of the department.
This position requires NERC CIP access, and incumbents must meet and maintain eligibility with the established criteria in the Grant PUD Personnel Risk Assessment Procedure.
Demonstrated commitment to Grant PUD’s mission, vision, values, strategic plan and Grant PUD / IBEW Local 77 Code of Excellence.
The incumbent should be familiar with these organizational priorities and behave in a way that aligns with these expectations.
Understand and adhere to compliance requirements for this position that may include laws, regulations, security guidelines, Grant PUD policies & procedures.
In this position, if needed to operate a GPUD vehicle for business purposes, please refer to Vehicle/Asset Usage Policy, IS-TA-POL-001.
Actively participate in all aspects of our safety program, including but not limited to: Following all safety policies and procedures. Alerting supervisors and coworkers to unsafe or hazardous working conditions. Reporting any safety incidents or close calls within 24 hours to your supervisor; and Accepting feedback from supervisors and coworkers regarding your own safety performance