Sr Administrative Assistant

The Senior Administrative Assistant is responsible for the day-to-day administrative functions of a department. Oversee and coordinate the administrative office activities. The incumbent performs routine, complex and diverse administrative office duties for department leaders. Handles sensitive and/or confidential information and issues. Department information source for internal and external customers regarding policies, procedures, programs, and office activities. Resolve routine and complex inquiries regarding operations and services.

This role will report to the Senior Executive Director of High Voltage Distribution (HVD). The responsibilities noted above will be focused on support of this role and the HVD team. The HVD team is responsible for all engineering, operations and project execution for lines, substations, system protection and the metro system across the CE service territory.

The Senior Executive Assistant serves as a trusted business partner to the Senior Executive Director, providing comprehensive executive support through proactive calendar management, travel coordination, meeting administration, strategic planning support, and leadership coordination.This role goes beyond traditional administrative responsibilities. The successful candidate will serve as an extension of the executive office, exercising sound judgment, anticipating needs, managing competing priorities, and ensuring the executive's time is aligned to the organization's highest priorities.The position requires exceptional organizational skills, professionalism, discretion, adaptability, and the ability to thrive in a fast-paced environment with frequent schedule changes. The individual must be comfortable interacting with senior leaders, employees, customers, community stakeholders, and external partners.

• Oversee and coordinate the office workflow.
• Receive and resolve routine and/or complex inquires and correspondence from internal and external phone calls, e-mails, letters, etc.
• May manage multiple calendars for a department. Serve as the liaison between the department and other administrative units
• Compose correspondence and other written material.
• Develop PowerPoint presentations and Excel spreadsheets as required. Provide peer review of documents before final production/distribution to ensure quality control of final product.
• Maintain inventory of supplies.
• Resolve administrative issues by analyzing information and communicating solutions.
• Provide recommendations to improve department operations.
• Provide training and assistance to other staff in the department.
• Oversee onboarding and offboarding of employees.
• May provide supervision, guidance and assistance to lower-level support staff on administrative policies, procedures and functions.
• Participate in the coordination, preparation, and completion of special projects.
• Research and gather data.
• Summarize findings and prepare reports including recommendations.
• Responsible for the planning, scheduling and logistics for meetings, conferences, and special events. May be required to take meeting minutes. Represent the department in assigned meetings.
• Participate in committee meetings including agenda planning and scheduling.
• Assist department leader with financial duties. Monitor, review and reconcile expenses and invoices generated from meetings, conferences and other department expenditures.
• Coordinate travel arrangements including vehicle transportation, itineraries and other related travel requests.
• Other duties as assigned or may be necessary.

• Written and verbal communication skills
• Organizational and time-management skills
• Ability to analyze situations and resolve complex issues
• Ability to organize and prioritize multiple assignments
• Ability to utilize various computer software programs in an advanced capacity
• Demonstrates the ability to independently assess competing requests and make sound recommendations regarding executive time and focus.
• Interacts confidently and professionally with senior leaders, stakeholders, and employees at all levels.
• Maintains effectiveness in an environment where priorities, travel plans, and schedules frequently change.
• Successfully manages a high volume of meetings, deadlines, and commitments.
• Communicates clearly and professionally in both verbal and written interactions.
• Maintains the highest standards of discretion and professionalism when handling sensitive information.
• Anticipates needs, identifies potential issues, and takes proactive action without requiring detailed direction.

• Associate Degree in Related studies with four (4) or more years of experiencein an administrative assistant role.
  
  
  
  • [OR] High School Diploma or GEDwith six (6) or more years of experience in an administrative assistant role.
  
  
  
  

• Experience supporting utility, energy, engineering, operations or construction leaders.
• Experience coordinating executive-level meetings and strategic planning activities.
• Experience preparing executive presentations and meeting materials.
• Project coordination or project management experience.
• Experience working in a fast-paced operational environment.
• Demonstrated experience managing complex calendars and travel schedules.
• Strong proficiency with Microsoft Office Suite, Outlook, Teams, PowerPoint, Excel, and Word.
• Experience with Microsoft co-pilot or similar digital tools and automation.