Executive Assistant I - Anchorage, United States - Chugach Electric Association, Inc.

Description

Summary

Provide confidential and professional administrative support to the executive office staff and the Board of Directors.

Provide assistance and communicate information to the Executive Office Manager, Department Managers, and the other executive office staff so that the responsibilities and activities of the executive office are carried out in a highly efficient and effective manner.

Provide support to the Executive Office Manager for administrative material and packets for the Board of Directors.

Essential Functions

• Organize and carry out administrative activities for the executive office staff, department managers and other division personnel, including preparing and distributing correspondence, faxes, e-mails, and other documentation. Schedule meetings, open and distribute mail and arrange for expedited mail or package delivery.
• Maintain effective inter-office communication with the Executive Office Manager, and other executive and administrative personnel. Maintain effective communication with all other Chugach divisions and department personnel.
• Assist with preparation and coordination of confidential labor-relations matters. Ensure the proper distribution and disposal of personnel and other confidential correspondence of the executive office staff and division managers.
• Receive calls from consumers, the public and media. Respond personally or determines appropriate person to respond.
• Provide administrative support for inter-utility working groups, industry associations and others as required.
• Prepare requisitions for supplies and services, maintain requisition and purchase order information. Perform verification and reconciliation of credit cards and invoices.
• Perform receptionist duties, greet, and direct callers to appropriate departments, answer telephone calls, provide information to callers and visitors, arrange appointments.
• Develop and maintain filing system, operate computerized filing, organize storage and retrieval, and assure security of information. Maintain file index for the Board of Directors and executive office files. Perform research in support of administrative activities and assist in documentation. Perform independent work and report preparation as assigned.
• Participate in special projects as required. Perform research in support of administrative activities and assist in coordination and administration of new business developments.
• Assist in preparation of the budgets for the Board of Directors, Chief Executive Officer and departments reporting to the Chief Executive Officer.
• Schedule and maintain the calendar for executive office staff personnel as well as their division personnel's meetings, appointments, travel, vacation, and other engagements.
• Compile and edit the Division's monthly report and other reports as required.
• Arrange travel for the Board of Directors, executive office staff, and departments reporting to them which include registration, air travel, hotel arrangements, and car rental, if necessary. Obtain final approval and purchase tickets according to the policy and procedures of the Association. Prepare and process expense reports.
• Maintain files of outstanding work assignments for senior management and responsible divisions/departments. Follow-up to ensure deadlines are met in the absence of the Executive Office Manager.
• Serve as recording assistant for a variety of meetings, including the Board of Directors meetings. Responsible for accurately recording meeting details, action items, board actions and resolutions.
• Collaborate and assist the Executive Office Manager in the preparation and proper formatting of agenda items, resolutions and correspondence for senior staff and Board review and approval.
• Coordinate Board activities and provide administrative support for the Board as needed and during the absence of the Executive Office Manager.
• Establish Board of Directors meeting arrangements and provide the necessary support, assistance, and information as needed in the absence of the Executive Office Manager.
• Prepare for Board of Director meetings as required and coordinate the preparation of meeting materials with various departments. Responsible for uploading the Board packet documentation on the iPads and the Chugach Electric public website.
• Ensure the compliance and timely reporting of the monthly and quarterly lobbyist reports during the absence of the Executive Office Manager.
• Assist in gathering Board-related documents required for the Association's Return of Organization Exempt from IRS Form 990.
• Organize and maintain physical and electronic filing system in an efficient and effective manner. Manage document records according to policy and procedure and industry best practices.
• Maintain a high degree of discretion with sensitive and confidential company and employee information.
• Perform other duties and projects as assigned.

Relationships

Internal

• Board of Directors: Distribute information packets.
• Manager,

Executive Office:
Receives direction and guidance from. Provides support and other assistance to. Coordinates with and exchanges information. Provide coverage for the Executive Office Manager during absences and schedule meetings with other executives when necessary.

• CEO, CFO, CSO, CLO, CHRO &

COO:
Receive direction, maintain working relationships and coordinate with. Provide support to.

• Department Managers, General Counsel, and Employees: Communicate and coordinate information transfer and schedule joint activities.

External

• Bargaining Unit Representatives
• National, Federal, State, and local agencies, consultants, contractors, the public, other utilities, and businesses: Obtain and distribute information and data. Communicate with regarding meeting schedules, information requests and report preparation and project follow up.
• Consultants and

Outside Counsel:
Schedule meetings and appropriate executive staff and perform various office duties as needed.

• Member Consumers: Provide assistance and exchange information.

Competencies

• Must have effective working knowledge of general office procedures.
• Basic knowledge of utility-related terminology expected. Working familiarity with electricity production and sales, including equipment and methods preferred.
• Knowledge of accounting terms and procedures required.
• Ability to manage priorities; make decisions, resolve challenges, and exercise sound judgment.
• Analytical and communication skills required.
• Must possess the ability to operate a personal computer and must be proficient in the use of word processing, spreadsheet and presentation software and office equipment including copiers, facsimile, scanner, and calculators.
• Must have professional and effective telephone skills. Must be able to interact effectively with the public, management, and other employees. Must have strong interpersonal skills to include office management coordination with other support staff and the ability to interact competently with all areas of management, the public, and other companies.
• Must be able to maintain a high level of confidentiality, be self-motivated and able to work independently with little supervision.
• Must be able to perform both routine and non-routine tasks in a frequently fast-paced office environment.
• Ability to accurately record information shared in meetings, often verbatim and verbally/not electronically recorded while maintaining confidentiality. Possess excellent listening and discernment skills.
• Must be detail oriented, including excellent administrative and organizational skills.

Supervisory Responsibility

This position has no supervisory responsibility.

Work Environment

Work is performed in a standard office environment. May attend training within or outside Alaska. Some overtime will be required. This position is subject to rotational coverage for regularly scheduled board meetings which occur after regular business hours.

Minimum Qualifications and Experience

Education

High school diploma or equivalent, required. College coursework or degree in business preferred. Actively pursue the Certified Administrative Professional Certification and maintain certification through continuing education and re-certification.

Experience

Four (4) years of progressively responsible administrative assistant experience with a minimum of one year at the senior management level, required.

Must be experienced with Microsoft Office (Word, Excel, PowerPoint, and Outlook). Must have experience in report preparation, files management, meeting facility scheduling, travel planning and reception of visitors. Experience working in a union environment preferred.

Chugach Electric Association is a member-owned cooperative, headquartered in Anchorage, Alaska's largest city. Anchorage itself sits at the base of the Chugach Mountains.

Chugach is pleased to provide reliable, affordable power to more than 92,000 members from Anchorage to the northern Kenai Peninsula, and from Whittier on Prince William Sound to Tyonek on the west side of Cook Inlet.

We service over 113,000 locations with 3,782 miles of transmission and distribution lines. We have many services that make it easy to power homes and businesses with Chugach.

A little more about us:

Chugach has been around for a long time, recently celebrating 75 years We are a stable company, in a stable industry.

And while we may have stability, we are modern, sustainable and forward-thinking to ensure that we provide reliable services for generations to come.

We also pride ourselves on the longevity of our employees. We have several 20, 30 and 40 + year tenured employees who continue foster an inclusive, innovative corporate environment. Find your spark


Chugach's corporate vision:
Responsibly developing energy to build a clean, sustainable future for Alaska.


Chugach's corporate mission:
We provide safe, reliable, and affordable electricity through superior service and sustainable practices, powering the lives of our members.


Chugach's corporate values:

Guided by our values of safety, accountability, and sustainability, we are committed to serving our members, the community, and the Chugach team.

Equal Employment Opportunity

It is a policy of Chugach Electric Association, Inc., to recruit, hire, train, promote, and compensate persons without regard to race, color, religion, national origin, sex, marital status, pregnancy, parenthood, physical or mental disability, veteran's status, age, or any other classification protected by applicable, federal, state, or local law.

Chugach is also an affirmative action employer.

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