Executive Assistant Job Phoenix area,Arizona USA,Administrative/Clerical

Since our founding in 1886, APS has demonstrated a strong commitment to our customers in one of the country’s fastest growing states, earning a reputation for customer satisfaction, shareholder value, operational excellence and business integrity.

Summary

Join APS at a pivotal moment in the energy industry where our Executive Operations team plays a critical role in powering the leadership that powers Arizona. As an Executive Assistant, you'll serve as a trusted partner to senior leaders, enabling the strategic work shaping Arizona's energy future.

The Executive Assistant coordinates all administrative functions and provides multifaceted administrative support to executive-level individuals.

This role:

Works independently with a high degree of professionalism and independent judgment.
Ensures adequate, clear, and personable communication and follow-up with internal and external customers while under pressure and with distractions.
Duties typically include: scheduling appointments, mail coordination, maintaining calendars, travel arrangements, meetings, etc.
Runs and tracks projects and programs associated with senior management administrative support, accurately producing a variety of reports and presentations using the appropriate software for word processing, graphics and spreadsheets, preparing and/or updating functionally related reports and records, developing and/or participating in special projects.
Must be able to handle confidential and sensitive material and information with the highest level of discretion and confidentiality.

Minimum Requirements

High school graduate or GED plus six (6) years of experience in positions requiring advanced administrative duties with strong organizational skills and follow-up capabilities. Completion of acceptable business or administrative training programs, as determined by hiring source as meeting education requirement. Overtime will be required on occasion.

Preferred Special Skills, Knowledge or Qualifications

Demonstrated proficiency in performing advanced administrative duties that require strong organizational skills and follow-up capabilities.
Advanced proficiency using Windows applications including Outlook, PowerPoint, and Excel.
Eagerness and openness to use AI functionality to create efficiencies, improve processes, and enhance work output.
Demonstrated communication skills (written and verbal) with the ability to produce work that is timely, grammatically correct and error free.
Able to work in a very professional environment with an extensive understanding and knowledge of corporate organization, company industry and/or related government/state committee structures, key contacts and their representatives.
Possess good customer interface skills to effectively communicate with different levels of customers and contacts.
Budget preparation experience including a solid understanding of budget, contracts and accounting processes.

Major Accountabilities

Receives and screens incoming telephone calls, determines priority matters, and notifies executives accordingly. Refers issues to appropriate staff or provides requested information.

Reads and screens incoming correspondence and reports. Makes preliminary assessment of the importance of materials, organizes documents, handles some matters personally and forwards appropriate materials to the Executive and staff as appropriate.

Responds to routine or special inquiries and requests; facilitates the information flow between officer(s) and other organizations both inside and outside the company. Interfaces directly and independently with both inside and outside organizations on meeting facilitation and coordination.

Independently and accurately prepares correspondence, special reports, expense reports, schedules, presentations, spreadsheets, graphs, mailings and check requests ensuring completion in a timely manner. Starts presentations/reports from conceptual ideas or existing materials for executive review.

Produces a variety of letter, memos, charts, graphs, and documents in final form.

Prepares agendas and collects materials for meetings, speeches, and conferences. Updates Executives on status of issues before meetings. Takes minutes and follows up on action items as needed.

Manages and facilitates Executive calendars. Handles requests for time and uses judgment to determine priority and scheduling.

Makes all necessary travel arrangements for officer; prepares itineraries, prepares and maintains travel documents and records.

Arranges and coordinates meeting details and office related functions such as industry meetings, tours, luncheons, dinners and receptions.

Acts as liaison between Executives and subordinates or others by communicating directives, instructions, and assignments. Follows up on the status of outstanding assignments and projects.

Develops and maintains an organization system for files and/or tracking system(s) of tasks and projects assigned to officers, ensuring immediate retrieval of information and documents.

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