Executive Assistant

Job Description

Job Description

GENERAL SUMMARY : Reporting directly to the VP of Operations, this position performs a wide range of complex and confidential administrative and support duties. Coordinates with the VP regarding short- and long-term scheduling issues. Monitors and controls the VP's calendar as well as the calendars and activities of the ASWP Operations Senior Managers. Requires excellent communication and interpersonal skills with the ability to communicate across a broad spectrum of internal and external contacts. Communicates with the VP's direct reports and others in the organization regularly and keeps the VP abreast of relevant issues. Able to discern issues of lesser importance that need to be delegated to Senior Staff members. Performs, assignments and other duties delegated by the VP of Operations and is a force multiplier for the VP. Contributes feedback and counsel to the VP.

ESSENTIAL FUNCTIONS / RESPONSIBILITIES : include the following : (Other duties may be assigned, including but not limited to cross training and housekeeping. Responsibilities also include attention to safety according to all safety rules.)

• Performs a wide range of complex and confidential administrative and clerical duties.
• Assists the VP of Operations with calendar and meeting events and ensures the VP's schedule is current. Coordinates meetings, travel arrangements, and special events as needed. Submits expense accounts on behalf of the VP.
• Prepares monthly presentations for the overall performance of the division, including financial and operational performance metrics.
• Prepares e-mails and correspondence on behalf of the VP.
• Assists the VP with travel plans as well as expense accounts.
• Monitors daily business KPI's and reports such as needed to the VP.
• Works closely and follows up with ASWP Senior staff on initiatives and other issues of importance.
• Works closely with VP and Director of BPA Op Ex on division strategic planning development and assists VP in tracking performance. Prepares reports with charts and graphs as needed in support of the tracking the performance.
• Participates regularly in meetings and takes notes that will be communicated to the VP; includes Senior Staff meetings with or without the VP present, division meetings, scheduled and unscheduled events.
• Assists with Senior Staff performance evaluations.
• Assists the VP and Director of Finance preparing the annual ASWP Board of Directors report.
• Alerts the VP of any issues both internal and external that could affect the division.
• Reviews and approves expense accounts.
• Reviews and approves PO's.

MINIMUM QUALIFICATIONS : To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and / or Experience : Four-year degree BS or BA and three to five years related experience.

Language Skills : Ability to read and interpret documents such as division policies and procedures, standard operating procedures and work instructions, company handbook, legal contracts, technical papers, employee evaluations. Ability to write routine reports and correspondence, build effective presentations, promote positive aspects of the company via social media platforms. Ability to speak effectively one-on-one or before groups of employees from all levels of the organization in a manner and tone reflective of the VP's philosophies.

Mathematical Skills : Ability to add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs.

Reasoning Ability : Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with complex problems involving multiple variables and potentially sensitive issues.

Computer Skills : To perform this job successfully, an individual must have knowledge and excellent skills working with Microsoft Excel, Word, Powerpoint, Power BI, Social Media Platforms, ability to create file structures and manage data storage utilizing Onedrive and Sharepoint. Will also utilize Sales Force.

Certificates, Licenses, Registrations : Executive Assistant Certification from an approved college or institution.

Other Skills and Abilities : Ability to communicate effectively in English, both verbally, in writing and by telephone.

Other Qualifications : Must be able to handle sensitive and confidential information, maintaining confidentiality, integrity and demonstrating sensitivity to employees who communicate issues. This role must be a trusted partner with the VP of Operations.

WORK ENVIRONMENT : The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The Executive Assistant role is mainly an office environment role with occasional needs to be in the plant environment. (limited) The role may be required to perform errands in the plant or off campus.