Nuclear Administrative Assistant IV - Monticello, MN

Xcel Energy•Monticello, MN

4d•Onsite

About The Position

Provide administrative support to the nuclear power plant Site Vice President. This role involves coordinating, monitoring, and managing the daily activities and schedule of the Site VP, performing a wide range of duties of a highly responsible and confidential nature with a high sense of urgency. The position requires organizing and scheduling time and travel, supporting various site meetings, and preparing reports, presentations, and other communications from the Site VP's office. The Administrative Assistant serves as a liaison with various internal and external entities, including direct reports, employees, vendors, INPO, NRC, and other government officials and federal regulatory agencies.

Requirements

High School diploma or GED.
Five or more years of administrative experience.
Ability to recognize and interpret nuclear acronyms and nomenclature.
Ability to develop relationships with internal and external sources and visitors.
Highly proficient in MS Office including Outlook, Word, PowerPoint, SharePoint, and Excel.
Ability to maintain highly confidential information.
Exceptional organizational skills with attention to detail.
Strong oral and written communication skills.

Nice To Haves

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

Responsibilities

Coordinate and manage the Site VP's calendar and schedule.
Schedule and organize time and travel for the Site VP.
Proactively address scheduling conflicts while maintaining the Site VP's schedule and keeping them apprised of changes.
Provide documents and other information to ensure the Site VP is prepared for meetings and appointments.
Relieve the Site VP of administrative duties.
Serve as a liaison with the Site VP's direct reports, employees, vendors, and other entities such as INPO, NRC, and other government officials and federal regulatory agencies, screening and prioritizing contacts and calls.
Act as the first point of contact for officials contacting the site by phone, in person, or via e-mail.
Take action during the VP's absence from the office, using judgment and initiative to ensure matters are referred to the appropriate authority.
Make travel arrangements for the Site VP and other leaders at the plant, including preparing itineraries, logistics, agendas, and supporting documentation.
Reconcile travel expenses and prepare expense reports in line with corporate travel and company policies.
Support and coordinate site meetings facilitated or directed by the site executive team and other business partners.
Maintain multiple site meeting calendars and coordinate logistics for internal and external meetings.
Coordinate and organize meeting space, meals, and refreshments.
Take and distribute meeting minutes.
Prepare agendas, presentations, handouts, and set up A/V equipment, teleconference, and web conference.
Coordinate in-processing for site access for external visitors.
Manage daily office operations, including coordinating mail, answering, screening, delegating, and handling incoming calls.
Perform 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 for initiatives such as site licensing, compliance activities, INPO evaluations, and other nuclear-specific initiatives.
Monitor LMS and Passport to ensure the Site VP is up-to-date on training and CAP responses.
Provide site CAP updates to the Site VP.
Perform outage duties or emergency response organization (ERO) duties to support the site, which may require working a flexible schedule including backshift, weekends, and/or overtime.