Full Job Description
The Power Systems Executive Assistant supports the Division’s businesses and typically manages different and conflicting objectives, projects and/or activities at once. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced environment. The position requires a high level of competency on administrative and clerical support skills, as well as interpersonal and communication skills. A high sense of confidentiality and trust is required due to the sensitive nature of the information and the correspondence for which this position is exposed.
Key Traits to Success
Discrete, agile-minded, a direct communicator, highly organized and committed to the vision and values of CTE
Confident but humble; willing to “roll up sleeves” to help get the job done
Ability to quickly assimilate and integrate with the team, creating opportunities to support the team
Highly resourceful; strong emotional intelligence, self-motivation, with high level analytical skills
Willingness to work hard and take direction, but also demonstrate curiosity and quick study to learn the business
Tact, diplomacy and consistent persistence are essential qualities
Positive energy while being adaptable to changing priorities
Unquestionable personal code of ethics, integrity, confidentiality, and trust
High sense of urgency and reliability
Communication – Written and Verbal – High Degree of Tact
Extreme attention to detail
Essential Duties and Responsibilities (Other duties may be assigned)
Integrate with the executive and leadership team to quickly assimilate and take over responsibilities from prior EA.
Seek opportunities to create value for the leadership team and reduce the administrative burden as appropriate.
Responsible for calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of meetings.
Communicate and handle incoming and outgoing communications on behalf of the executive and managers as needed.
Assist executive and management team with preparation of presentation materials.
Review, compile, and summarize miscellaneous reports and documents; prepare documents and outgoing mail as necessary (writing and editing skills required).
Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
Arrange travel schedule and reservations for management as needed, including coordination of company airplane.
Effectively partners with other Executive Admins on shared or common processes and projects
Expense report preparation, submission, and follow-up throughout approval stages for multiple managers.
Create Purchase Orders and goods receipts to pay invoices, charging to appropriate cost centers and GL codes.
Responsible for sending recurring email reminders and reports to team and managing several due dates.
Record meeting minutes as needed.
Coordinate with external vendors to secure offsite meeting spaces, activities, and/or catering on a regular basis.
Order office supplies, business cards, branded apparel, and signage for the Power Systems team at multiple branches, as requested.
Maintain product literature stock and work with marketing department to stock more as needed.
Coordinate and/or assist with employee and customer meetings and events (examples - trade shows, open houses, cookouts).
Serve on Company committees as requested (examples – CTE Kickoff, Employee Appreciation)
Lead and facilitate meetings
Perform related duties as required.
Education and/or Experience
Associate’s degree from two-year College or university; minimum of two years’ executive level support; or equivalent combination of education and experience.
Computer Skills: Microsoft Office (Word, Excel, Outlook and PowerPoint)
Certificates, Licenses, Registrations: Notary preferred