Executive Assistant III
Executive Assistant III
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Job Description
Closing Date to Apply: Until Filled
Number of Openings: 2
Hourly: $33.00 to $50.82
Typically selected candidates are hired at a salary rate between the minimum and midpoint of the range.
Benefits: This link below will provide you with Grant PUDs benefit that may be available if hired different employee types are eligible for different benefits.
Grant PUD Unified Insurance Program ()
Grant County PUD will administer a background check as part of the hiring process.
Position Summary
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.
Essential Functions
Essential functions as defined under the Americans with Disabilities Act may include any of the following representative duties knowledge and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include but are not limited to the following:
- 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 organizations 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 supervisors 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.
- In this position if needed to operate a GPUD vehicle for business purposes please refer to the Vehicle/Asset Usage Policy IS-TA-POL-001.
- Demonstrated commitment to Grant PUDs 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.
- Actively participate in all aspects of our safety program including but not limited to:
o Following all safety policies and procedures;
o Alerting supervisors and coworkers to unsafe or hazardous working conditions;
o Reporting any safety incidents or close calls within 24 hours to your supervisor; and
o Accepting feedback from supervisors and coworkers regarding your own safety performance.
Required Qualifications (Education Experience Licenses & Certifications):
- Bachelors 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.
Preferred Qualifications (Education Experience Licenses & Certifications):
- 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.
Other Knowledge Skills and Abilities
- 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.
Physical Requirements
- Position may be eligible for hybrid work arrangement: Yes No
- Majority of work is performed in a standard office setting.
- Will perform work onsite at the locations of the assigned Business Units
- Typical shift of employees in this position: 8 hours 9 hours 10 hours 12 hours
*For a full list of requirements the applicant/incumbent should refer to the Physical Capacity Evaluation (PCE).
The statements contained herein reflect general details as necessary to describe the principal functions for this job the level of knowledge and skill typically required and the scope of responsibility but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas.
Employment Type
Full-Time
