Administrative Assistant - Executive

Position Summary

Serves as an administrative liaison and performs highly professional executive assistance to the President & CEO and/or Vice President level positions. Provides a wide variety of administrative support, general business unit processes and routine and special projects/processes of an administrative or analytical nature. Work assignments are complex in nature, where considerable judgment, tact, creativity, and initiative are required in solving problems. The incumbent has access to and regularly works with information of the most sensitive, highly confidential, strategic, and critical nature. The incumbent must have a high attention to detail, be a team player, and be flexible due to wide range of tasks, challenges, and responsibility of assignments. Serves as functional team leader/coordinator for administrative support processes in the executive office.

For positions located at Cooper Nuclear Station (CNS), individuals must live within 45 minutes of the Station and may be assigned Emergency Response Organization responsibilities.

Education, Training and Experience

Bachelor’s Degree and one year of related experience (OR) Associate’s Degree and three years of related experience (OR) completion of a one or two year post high school Office Professional, Administrative Professional/Assistant, or Secretarial certification program and four years of related experience (OR) High School Diploma/GED and seven years of related experience

Secretarial, clerical, or administrative experience is required.

Knowledge of the District’s procurement processes would be beneficial for all Assistants.

Two years’ experience as an NPPD Administrative Assistant I is preferred/desired.

Knowledge of legal terminology and the proper way to cite legal references, statutes, court cases, etc., is preferred for the Assistant working with legal counsel and would also be beneficial to those working for other VP’s.

Licenses and/or Certifications

Office Professional, Administrative Professional/Assistant, Secretarial certification desired.

Legal secretary/assistant certificate for the Assistant working with legal counsel is desired.

Essential Duties & Responsibilities

Efficiently manage President & CEO/VP’s calendar(s) and time on a daily basis and also when scheduling meetings, appointments, and making reservations. Act independently to establish, maintain, or adjust schedules/arrangements, and resolve issues within defined area of responsibility. Maintain an awareness of issues and schedules; anticipate needs and/or required actions; update, track, follow-up, and/or expedite as appropriate. Coordinate all detailed travel itineraries and files needed for external meetings.

Process, screen and prioritize correspondence, calls, and general information ensuring the most effective use of the President & CEO/VP’s time. Organize flow of work and mail by reviewing correspondence and determining importance before distributing to President & CEO/VP’s for action. Take accurate messages and keep President & CEO/VP’s informed of identity and nature of calls handled during their absence. Routinely deal with and protect confidential information and act appropriately. Direct requests for information to others as appropriate.

Perform high executive assistant functions including calendar management, preparing and verifying procurement card statement expenditures, typing, copying, filing, answering routine and specific questions when received, screening, and directing telephone calls. Maintain responsibility for business unit-wide budget preparation, control, and reporting activities.

Regularly coordinate materials and information associated with Board and Committee Meetings, the Executive Planning Council, i.e., which includes planning, scheduling, developing, and distributing agendas and maintaining material on the SharePoint Site on a weekly basis. Interact regularly with NPPD board members. Serve as recording secretary and provide administrative support as needed for assigned Board committee(s).

Routinely conduct and report on research of an analytical nature. Maintain responsibility for preparation and control of records, statistics, and reports regarding operations and/or project activities. Maintain ownership of administrative support programs, projects, and/or processes specific to a business unit or a major process improvement activity. Establish tracking reports and maintain responsibility for performance measure monitoring and reporting processes.

Accountable for other duties as assigned.

Core Competencies