Senior Management Administrative Assistant II

Reporting directly to senior management, provides administrative and analytical support; scheduling duties; serves as a liaison to the director; and, oversees special projects related to the activities and operations of an assigned department; all with a high level of professionalism and in a manner that reflects positively on the organization.

This is level II of an advanced journey level classification. Employees in this classification work independently within a broad framework of policies and procedures. This job requires extensive staff, public, and organization contact requiring a high degree of tact, diplomacy, confidentiality, and independent judgment. While this job is part of a job series, it is not a slant line job and there is no automatic progression to this level.

• Provides administrative, analytical, and technical support to assigned department/director. Researches, drafts, and prepares various written materials including correspondence, memoranda, draft and final versions of departmental directives or procedures, and reports.
• Provides general administrative support by preparing and maintaining calendars, including the scheduling of appointments and meetings. Coordinates meeting room and material set-up, including audio-visual and catering requirements. Negotiates contracts for outside facilities.
• Enhances department efficiency through consistently informing management of changes to SMUD policies, regulations and programs. Prepares and ensures accuracy of departmental administrative and analytical information in reports and/or presentation format to ensure that the information is accurate and appropriate for the intended audience.
• Provides support in budget preparation and administration to ensure the department operates within budget and complies with SMUD policies, procedures, and quality standards.
• Supports the overall achievement and completion of department projects; assists in planning, reviewing and conducting work activities and researching required project information associated with department internal/external projects in accordance with established task objectives and schedule as outlined in the project plan/contract.
• Ensure Director is prepared for and follows-up on action items from executive and peer team meetings.
• Strategically manage leaders' time, including scheduling, balancing meeting purpose with strategic priorities, scheduling and planning meetings to maintain a focus on the highest priority deliverables from a strategic and people perspective
• Stay informed of and keep department management team focused on the top priorities, and ensure management is communicating when priorities are changing; assist in strategic planning activities with leaders and help leaders direct their focus in order to make the most of the limited and valuable resources and time.
• Performs studies of work or business processes; coordinates review and approval of internal control documents by department and SMUD entities; negotiates changes in or commitments to business processes or agreements; makes recommendations for new or changes to existing programs or processes.
• Review and monitor operational/program metrics and communicates anomalies/progress to director/management team; build, maintain and share dashboards that lay out performance and information in a concise and clear format; facilitate a monthly priority and progress review with Director to support the strategic management of leaders time and focus on highest priority items
• Support Director in building and maintaining staffing structure and efficiency throughout the department.

• Draft, gain input from appropriate subject matter experts, and send internal and external communications on behalf of Director; maintain email communications and ensure follow-up is timely and handled with appropriate prioritization
• Oversee department contracts, ensure vendors are meeting service level agreements; determine if extensions or a new RFP is necessary to sustain business processes/needs.
• Build and maintain a collaborative mindset among department leaders; bring together important stakeholders (internal and external as applicable) and help drive decisions as needed; serve as a connector aware of every key project impacting the department and connect the dots across the department and business unit to stay abreast of actions needed.
• Act as a change agent for the department, listening and engaging in conversations with leadership and staff to influence outcomes and maintain momentum; maintain regular connection with management team and department employees through interpersonal relationships.
• Other duties as assigned.

• Three or more (3+) years supporting senior management performing complex administrative work, including interpreting and communicating rules & regulations, report writing, and research and analysis. Bachelor's degree in business administration, communication or related field may substitute for one year of experience.

Principles and practices of administrative and/or technical area to which assigned; principles and practices of intermediate analytical research and project coordination; principles of effective communication; principles and methods of business letter and report writing; team building methods and principles; safe work practices; pertinent local, State and Federal laws, codes, ordinances, policies, rules and regulations; general functions and objectives of municipal government; research methods and techniques; computer software, including word processing, data base, spreadsheet and accounting applications.

Perform a wide range of highly responsible and complex administrative support functions with speed and accuracy; identify sensitive issues and exercise diplomacy and tact; collaborate and communicate effectively with internal staff and external public and private entities in writing and verbally; conduct detailed and thorough research utilizing a variety resources; interpret and apply policies, procedures, standards and requirements; read and understand complex and/or technical data; compile and prepare technical, statistical, and/or analytical reports and presentations; analyze problems, situations or documents and take appropriate action; exercise good judgment in a diversity of situations; think strategically; maintain a realistic balance among multiple priorities; influence others to action; manage sensitive matters with a high level of confidentiality and discretion; advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint); work cooperatively with diverse personalities in a team oriented environment; work well under pressure of deadlines; work flexible hours as dictated by the needs of business for projects and meetings.

• Experience handling and protecting confidential information with discretion and professionalism.
• Ability to apply and follow strict confidentiality protocols.
• Skilled in preparing, tracking, and finalizing complex and confidential board materials.
• Proven experience supporting senior leaders by managing calendars, travel, and meeting logistics.
• Strong judgment and ability to anticipate the Director's needs.
• Basic knowledge of HR laws and regulations (e.g., ADA, FMLA, EEO).
• Familiarity with legal terminology and working with legal counsel.
• Experience coordinating high-priority HR communications and projects.
• Strong organizational skills with flexibility to manage competing priorities.
• Advanced skills with Microsoft Office and collaboration tools.
• Proactive in identifying and resolving technology issues.
• Excellent written and verbal communication skills.
• Professional demeanor with the ability to engage effectively at all levels.
• Ability to build and maintain positive relationships with stakeholders.