Nuclear Administrative Assistant IV - Monticello, MN

Xcel Energy•Monticello, MN

2d•Onsite

About The Position

Provide administrative support to nuclear power plant Site Vice President. Coordinate, monitor, and manage the daily activities and schedule of Site VP and perform a wide range of duties of a highly responsible and confidential nature while demonstrating a high sense of urgency. Organize and schedule time and travel for Site VP. Support various site meetings. Prepare reports, presentations and other communications from Site VP office. Serves as liaison in person, by phone and/or e-mail between Site VP office and other persons including direct reports, employees, vendors and other entities such as INPO, NRC and other government officials and federal regulatory agencies.

Requirements

High School diploma or GED.
Five or more years of administrative experience required.
Must have the ability to recognize and interpret nuclear acronyms and nomenclature.
Must have the ability to develop relationships with internal and external sources and visitors.
Must be highly proficient in MS Office including, Outlook, Word, Power Point, SharePoint and Excel.
Must be able to maintain highly confidential information.
Must have exceptional organizational skills with attention to detail and strong oral and written communication skills.

Nice To Haves

Previous experience providing support for an executive is desired.
Nuclear experience is also desired.
Experience with Passport and other nuclear specific software is desired.

Responsibilities

Coordinate and manage Site VP calendar and schedule.
Schedule and organize time and travel for site VP.
Proactively address scheduling conflicts while maintaining Site VP schedule and keeping Site VP apprised of changes to ensure schedule is maintained and provide documents and other information so Site VP is prepared for meetings and appointments.
Relieve Site VP of administrative duties.
Serve as liaison with Site VP direct reports, employees, vendors and other entities such as INPO, NRC and other government officials and federal regulatory agencies while screening and prioritizing contacts and calls to maintain Site VP schedule.
Act as first point of contact for officials making contact with the site by phone, in person or via e-mail.
Take action during VP absence from office and use judgment and initiative to ensure matters are referred to the delegated authority or others with the ability to handle the situation.
Make travel arrangements for Site VP and other leaders at the plant.
Prepare itinerary, logistics, agenda and other supporting documentation as needed.
Reconcile travel expenses and prepare expense reports in line with corporate travel and other company policies.
Support and coordinate site meetings facilitated or directed by the site executive team and other business partners who may include regulators, human resources, communications, media relations and other service providers.
Maintain multiple site meeting calendars and coordinate logistics for internal and external meetings ranging from 5-500 people including coordination and organization of meeting space, meals and refreshments, taking and distributing meeting minutes, preparing agendas, presentations, handouts, A/V equipment, teleconference and web conference set up.
This may also include coordinating in-processing for site access for external visitors.
Responsible for daily office operations including, coordinating mail, answering, screening, delegating and handling incoming calls.
Copying, faxing, scanning, filing, distributions and mailings.
Perform information searches and retrieve documents from external sources such as INPO, NRC, USA, etc.
Prioritize and coordinate multiple high-priority and time sensitive projects including creating timelines and recording milestones in support of initiatives such as site licensing, compliance activities, INPO evaluations and other nuclear specific initiatives impacting the site.
Monitor LMS and Passport to ensure that Site VP is up to date on training and CAP responses and well as providing site CAP updates to Site VP.
This position may be required to perform outage duties or emergency response organization (ERO) duties to support the site.
This may require the ability to work a flexible schedule including backshift, weekends and/or overtime.