Executive Assistant - Phoenix, United States - Arizona Public Service

Arizona Public Service

Verified Company

Phoenix, United States

1 week ago

Posted by:

Mark Lane

beBee recruiter

Description

Date:
May 10, 2024

Location:
PHOENIX, AZ, US,

Company:

APS
Arizona Public Service generates clean, reliable and affordable energy for 2.7 million Arizonans.

Our service territory stretches across the state, from the border town of Douglas to the vistas of the Grand Canyon, from the solar fields of Gila Bend to the ponderosa pines of Payson.

As the state's largest and longest-serving energy provider, our more than 6,000 dedicated employees power our vision of creating a sustainable energy future for Arizona.

Since our founding in 1886,
APS has demonstrated a strong commitment to our customers in one of the country's fastest growing states, earning a reputation for customer satisfaction, shareholder value, operational excellence and business integrity.

Our present and future success depends on the creative and dedicated people of our company who demonstrate the principles outlined in the
APS Promise: Design for Tomorrow, Empower Each Other and Succeed Together.

Summary:

The
Executive Assistant for
APS' Legal Department coordinates all administrative functions and provides multifaceted administrative support to an Officer level individual and Board of Directors.

The executive assistant works independently with a high degree of professionalism and independent judgment. Ensures adequate, clear, and personable communication and follow-up with internal and external customers while under pressure and with distractions.

Duties typically include:
scheduling appointments, mail coordination, maintaining calendars, travel arrangements, meetings, etc.

Runs and tracks projects and programs associated with senior management administrative support, accurately producing a variety of reports and presentations using the appropriate software for word processing, graphics and spreadsheets, preparing and/or updating functionally related reports and records, developing and/or participating in special projects.

This role will assist with sensitive research projects and must be able to handle confidential and sensitive material and information with the highest level of discretion and confidentiality.

Minimum Requirements:

High school graduate or GED and proficiency in advanced administrative duties requiring strong organizational skills and followup capabilities typically achieved in six (6) to eight (8) years of experience OR equivalent combination of education and/or experience.
Completion of acceptable business or administrative training programs, as determined by hiring source as meeting additional education requirements.
Must have demonstrated proficiency in performing advanced administrative duties that require strong organizational skills and followup capabilities.
Demonstrated communication skills (written and verbal) with the ability to produce work that is timely, grammatically correct and error free.
Must be able to work in a very professional environment with an extensive understanding and knowledge of corporate organization, company industry and/or related government/state committee structures, key contacts and their representatives.
Possess good customer interface skills to effectively communicate with different levels of customers and contacts.
Budget preparation experience is desirable including a solid understanding of budget, contracts and accounting processes.
Overtime will be required on occasion.

Major Accountabilities:

1) Receives and screens incoming telephone calls, determines priority matters, and notifies executives accordingly. Refers issues to appropriate staff or provides requested information.

2) Reads and screens incoming correspondence and reports.

Makes preliminary assessment of the importance of materials, organizes documents, handles some matters personally and forwards appropriate materials to the Executive and staff as appropriate.

3) Responds to routine or special inquiries and requests; facilitates the information flow between officer(s) and other organizations both inside and outside the company.

Interfaces directly and independently with both inside and outside organizations on meeting facilitation and coordination.

4) Independently and accurately prepares correspondence, special reports, expense reports, schedules, presentations, spreadsheets, graphs, mailings and check requests ensuring completion in a timely manner. Self starts presentations/reports from conceptual ideas or existing materials for Executive review.

5) Produces a variety of letter, memos, charts, graphs, and documents in final form.

6) Prepares agendas and collects materials for meetings, speeches, and conferences. Updates Executives on status of issues before meetings. Takes minutes and follows up on action items as needed.

7) Manages and facilitates the Executive's calendar. Handles requests for time and uses judgment to determine priority and scheduling.

8) Makes all necessary travel arrangements for officer; prepares itineraries, prepares and mai