Executive Assistant

We are engineers, high line workers, power plant managers, accountants, electricians, project coordinators, risk analysts, customer service operators, community representatives, safety and security specialists, communicators, human resources partners, information technology technicians and much, much more. We are 3,500 people committed to enhancing the lives of the communities we serve.  Together, we are powering the growth and success of our community progress every day!

 

Deadline to Apply: March 17, 2024

Pay Grade

12

Position Summary

Requires strong computer and research skills, flexibility, excellent interpersonal abilities and project coordination experience.  Successful candidates provide high-level administrative support and have the ability to work well with all levels of internal management and staff, outside clients and vendors Sensitivity to confidential information may be required. Works in a hybrid work arrangement (in the office or locally from home) with the ability to plan for, anticipate, and be flexible in working from a variety of CPS Energy locations based on an executive’s agenda and support needs.

Tasks and Responsibilities

• Completes a broad variety of administrative tasks for assigned Executive(s).
• Welcomes visitors when Executive(s) are in the office to help determine the purpose of the visit or arranging appointments.
• Composes routine correspondence and prepares reports for signature, both electronically and hard copy.
• Handles meeting preparations for Executive(s) which may include printing materials, reference information, and previous meeting documentation. 
• Prepares and edits presentations outlined by the Executives in oral or written directions.
• Takes actions authorized in the Executives’ absence and uses initiative and judgment to see that matters requiring attention are referred to the delegated authority and handled expeditiously.
• Schedules and coordinates agendas, meeting rooms, meals, etc., for staff meetings and other internal/external meetings held by the Executives and staff.
• Ensures expeditious processing of documents submitted for approval.
• Completes expense reports.
• Manage Executives’ email messages, monitoring incoming messages for response and /or follow-up.
• Prioritizes conflicting needs, handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
• Coordinates the Executives’ travel arrangements.
• Maintains Outlook calendar for in-house meetings, visits, conventions and trip schedules for both domestic and international travel.
• Acts as liaison with visiting VIPs and coordinates hotel rooms, meeting space and transportation to and from facility.
• Prepares presentations for the Executives for staff meetings, board meetings and meetings with visiting VIPs.
• Discerns issues/information to ensure that the Executives are apprised immediately of urgent information, especially those items that are sensitive, or raise some legal or public relations risk for the organization.
• Maintains efficient record-keeping systems by ensuring that accurate files are maintained for administrative files.   Provides records management system for the Executives.
• Opens, sorts and distributes incoming correspondence, including faxes, physical mail and e-mail. Prepares responses to correspondence containing routine inquiries.
• Answers and provides necessary responses to calls from a variety of sources to include: Executives, Employees, Board Members, Customers, City of San Antonio Staff, news media, contractors and vendors.
• Prepares and / or coordinate daily operations report.
• Performs special projects and/or research as assigned.
• Performs other duties as assigned.
• Reviews documents (such as expense reports) submitted by Organization to the Executives to ensure compliance with all applicable Company policies and rules.

Minimum Skills

Minimum Knowledge and Abilities

Secretarial/administrative experience supporting a senior director or executive with experience handling travel arrangementsAbility to work independently, prioritize work, and proactively anticipate Executive(s) support needsStrong proficiency in Microsoft Office (Outlook, Word, Excel, Power Point) and Adobe AcrobatAbility to maintain confidentialityMust have strong verbal and written communication skillsMust be able to use tact and diplomacyAbility to be flexible in working from a variety of CPS Energy locations based on Executive(s) agenda and business needs

Preferred Qualifications

• Proficiency with SAP
• Certified Professional Secretary (CPS) or similar
• Notary Public

Competencies

Demonstrating InitiativeWorking with Ambi