Executive Assistant 1L, SVP Electric Operation and VP Engineering and Planning

Overview

The Executive Assistant will provide skilled, efficient, and confidential administrative support to the SVP of Electric Operations and the VP of Engineering and Planning. This individual must have a high energy level, positive attitude, be results oriented, and exercise sound independent judgement and discretion. Excellent oral and written communication skills and the ability to interact with all levels of Management are required. The incumbent must possess a high level of customer service, tact and sensitivity. Must have a strong attention to detail, be able to learn and anticipate work requirements and be able to prioritize deliverables. Must be a self-starter and have the ability to multi-task and maintain a flexible work schedule. This individual must be able to exercise independent judgement and discretion in the coordination or meetings, reports and information while maintaining a strict level of confidentiality related to all aspects of work. The ideal candidate will be conscientious, demonstrate a "can-do" attitude, have strong presentation and interpersonal skills, have exemplary follow-up skills, and be flexible with work hours when business needs or system conditions require immediate or additional attention.

Responsibilities

• Provide office management/administrative support for the SVP of Electric Operations and the VP of Engineering and Planning.
• Maintain and schedule daily calendar for both SVP and VP. Coordinate briefing materials and presentations to make sure they are available in timely manner. Follow-up with responsible meeting hosts to make sure material is ready and sent out in advance of the meeting.
• Plan details of itinerary and make reservations within broad time frames in connection with meetings and seminars. Handle travel and expense entries into HR system.
• Review and streamline office processes for optimum efficiency, including maintaining files, including electronic files, and records.
• Gather facts, analyze findings, and recommend solutions as appropriate and requested.
• Schedules and maintains appointments/meetings including reoccurring Electric Ops meetings, and regular meetings with the CEI Chairman, CECONY President and others as needed. Must be able to re-schedule and re-arrange meetings to accommodate multiple participant schedules.
• Respond to and track complaints and sensitive correspondence from stakeholders including elected officials, community boards and customers and meet deadlines required in Sensitive Communication procedure.
• Establishes and maintains follow up action files and systems as required on complaint activities, meetings, conferences, responses and all other relevant matters.
• Maintains records and reports that require follow-up at regular intervals.
• Support storm mobilization team in various ways.
• Provide training in administrative practices and procedures as required. Coordinate and manage various human resource issues, including payroll inquiries, corporate org chart revisions, etc.
• Handle ordering of supplies, track orders, etc. Assist in facilitating IT support on any systems or hardware related issues.
• Manage administrative activities related to progress tracking/trending, such as organizational compliance with various completion of specific tasks that need to be tracked.
• Assist with special projects, duties or responsibilities as necessary. Responding to requests and all other duties as assigned.
• Assist in coordinating special events and volunteer activities as required.

Qualifications

• High School Diploma/GED and 3-5 years work experience

• Strong work ethic and high level of customer service. Required
• High Ethics with strong decision making/judgement skills. Required
• Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint) and Social Media web platforms. Coordinate PowerPoint presentations to merge multiple presentations to achieve professional formatting in compliance with corporate standards using high quality graphics and media. Required
• Ability to facilitate a Microsoft Teams LIVE events, and host meetings in the Microsoft Teams environment. Required
• Must have excellent written and verbal communication skills. Required
• Must have excellent time management and prioritization skills. Required
• Internet savvy, with regards to scheduling business trips, hotel booking, and external business meetings. Required
• Aptitude to learn new technology and must be comfortable adapting to new equipment. Required
• Ability to anticipate or recognize problems and refer them immediately to the right person for resolution. To speak to sensitive customers with professionalism and empathy and direct their issues to the correct organization. Required
• Must establish and maintain working relationships withal internal and external customers. Required
• Must be energetic and eager to tackle new projects and ideas. Required
• Must be comfortable in both a leadership and team-player role; able to manage team members, lead assistant meetings, and provide direction to meet deadlines and objectives. Required
• Must have technical ability to work with One-Drive, Shared Folders, Microsoft Teams document management. Required
• Proven ability to handle confidential information with discretion. Required
• Must be able to actively be involved in SEA assignments and drills to provide benefit, during storm events. Required
• Proficiency in Oracle. Preferred
• IAAP Certified Administrative Professional (CAP) or professional certification in office management preferred. Preferred
• Possess the ability to be a forward-looking thinker, who actively seeks opportunities and proposes solutions. Preferred

• Driver's License Required

• The selected candidate will be assigned a System Emergency Assignment (i.e., an emergency response role) and will be expected to work non-business hours during emergencies, which may include nights, weekends, and holidays.
• Must have ability to work flexible hours and travel throughout the Company's service territory.