Administrative Assistant, State Government and Community Affairs

POSITION OVERVIEW

The Administrative Assistant, State Government and Community Affairs, is a key position within the Policy, Government and Public Affairs (PGPA) department, which is responsible for developing, organizing, communicating and executing strategies that drive the Company’s public policy, public affairs and community engagement priorities. This role is a crucial link in supporting the efficient and smooth day-to-day operations of the department by collaborating with all team members. 

This position provides a wide range of administrative support to the State Government and Community Affairs and Climate and Sustainability teams and is required to develop and maintain relationships and work successfully with key internal and external stakeholders. The Administrative Assistant will report to the VP, State Government and Community Affairs. 

 

RESPONSIBILITIES AND ESSENTIAL DUTIES

• Direct administrative support to VP primarily for calendar management, travel and expenses.
• General team support, including meeting arrangements, mail handling, site tour coordination and maintaining internal database/SharePoint site.
• Coordinate financial management and procurement activities for the department, including invoicing, vendor setup, POs/requisitions, check requests, credit card reconciliation and other accounts payable activities.
• Lead the procurement and approval process for consulting and other contract agreements at the direction of department leadership.
• Tracks, monitors and reconciles financial management resources, costs and other activities, including budget data and expenditures. 
• Responsible for planning and execution of internal and external department meetings/events. This includes selection of and contract management for venues/suppliers, budgeting, invitations, materials production, food and refreshments and staff support. 
• Handle information of a confidential nature in accordance with Company policies and with the highest of ethical standards.
• Communicates and/or coordinates manager’s instructions with various individuals or teams.
• Serves as a liaison with other departments and external contacts in providing information and determining appropriate course of action for routine and moderately complex matters.
• Communicate effectively across key internal business clients and teams, both written and orally.
• Serve as the primary backup to the Sr. Administrative Assistant for the Washington, DC office, virtually supporting that location as needed when that role is out of the office.  
• The duties and responsibilities described are not a comprehensive list and additional tasks may be assigned to the employee, as needed, and the scope of the job may change as necessitated by business demands.

 

KNOWLEDGE AND SKILLS

Knowledge:

Skillful in all Microsoft Office applications, including PowerPoint and Excel.  Strong analytical and technical IT aptitude skills preferred. Demonstrated proficiency in Hyperion and Oracle entry and reporting is preferred. Knowledge of the energy industry and structure of energy companies is a plus. Previous experience in supporting a Director level position or above is preferable.

Skills:

• Strong listening, communication, and interpersonal skills; pays attention to detail.  Seeks clarity in conversations to completely understand the information.
• Ability to write concise and direct emails and/or letters that convey business information, RSVPs for events and/or provide information to others at the direction of the VP.
• Highly organized, detail-oriented, and able to manage multiple activities timely and with a high degree of accuracy. Manages time efficiently and effectively prioritizes requests and tasks. 
• Takes the initiative to make changes in working methods to do things better, faster and more efficiently; able to think critically, solve problems independently and exercise excellent judgment and common sense.
• Proficient with Microsoft Office Suite (Word, Excel, Access, and PowerPoint) is required. Experience with SharePoint, Hyperion and Oracle applications is a plus.

 

EDUCATION AND EXPERIENCE 

Education, Training and Certifications: High School Diploma or equivalent is the minimum requirement, however, some college coursework or a college degree is preferred.

Experience: Two (2) to five (5) years of experience in a corporate administrative role. Previous experience in the energy industry and/or environmental field is a plus.

 

DIRECT REPORTS

There are no direct reports.

 

FREEDOM TO ACT

The Administrative Ass