Administrative Assistant 4

POSITION SUMMARY: The Administrative Assistant will provide support to Vice Presidents and Senior Directors in the Corvallis Office. The position will coordinate key meetings, events and projects; manage and track correspondence; and manage executive calendars, travel arrangements, and communications. This unique position requires a superior approach to service excellence and team collaboration.

- Manages executive calendars, schedules and appointments to ensure the effective and productive use of their time. Arranges complex and detailed travel plans and itineraries for both domestic and international travel, and coordinates and compiles documents for travel-related meetings.

- Provides logistics support for events, meetings or conferences by arranging facilities and caterers, developing event timetables, controlling event budget, providing administrative support and on-site coordination with venue, and post event follow up.

- Performs administrative functions including preparing confidential correspondence, memos, documents and presentations. Screens incoming calls and correspondence for executives and responds appropriately. Coordinates communications, schedules and information for the team.

- Reconciles and prepares expense reports and credit card invoices for approval and processing. Keeps the team updated on travel and corporate policies.

- Maintains spreadsheet, confidential files and data systems as needed or requested. Organizes and maintains online document libraries.

- Coordinates with executive assistants within NuScale and provides support when they are not available.

- Supports the day-to-day needs to office management for the Corvallis office.

- Performs other duties as assigned.

CORE COMPETENCIES: To perform the job successfully, the individual should demonstrate competencies in performing the essential functions of this position by performing satisfactorily in each of these competencies.

- Problem solving: Identifies and resolves problems in a timely manner, gathers and reviews information appropriately. Uses own judgment and acts independently; seeks input from other team members as appropriate for complex or sensitive situations.

- Oral/written communication: Listens carefully and speaks clearly and professionally in all situations. Edits work for accuracy and clarity, Is able to create, read and interpret complex written information. Ability to develop strong interpersonal networks within the organization.

- Planning/organizing: Prioritizes and plans work activities, organizes personal and project timelines and deadlines, tracks project timelines and deadlines, and uses time efficiently.

- Adaptability: Adapts to changes in the work environment, manages competing demands and is able to deal with frequent interruptions, changes, delays, or unexpected events.

- Dependability: Consistently on time and at work, responds to management expectations and solicits feedback to improve performance.

- Team Building: Capable of developing strong interpersonal networks and trust within the organization, setting expectations and requirements and achieving accountability of supervised personnel. Leads consensus by involving all stakeholders, facilitating their understanding of differences, agreeing on requirements and constraints, and developing the best solution.

- Safety Culture: Adheres to the NuScale Safety culture and is expected to model safe behavior and influence peers to meet high standards.

Minimum Skills, Qualifications And Abilities

- Education: A minimum of an Associate’s degree required; Bachelor’s degree preferred.

- Experience: A minimum of five years of full-time, directly application is required, with executive office experience highly preferred. Must have advanced knowledge of Microsoft Word, Excel and PowerPoint. A good understanding of SharePoint and Social Media tools is desired. Must have demonstrated experience in managing calendars for meetings and events using either phone or video. Experience working with executives in technical fields is highly preferred.

- Industry Requirements: Eligible to work under Department of Energy 10 CFR Part 810.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

- Ability to understand and communicate clearly using a phone, personal interaction, and computers.

- Ability to learn new job functions and comprehend and understand new concepts quickly and apply them accurately in a rapidly evolving environment.

- The employee frequently is required; to sit and stand; walk; bend, use hands to operate office equipment; and reach with hands and arms.

- Ability to travel locally using common forms of transportation.

Disclaimer: Employee(s) must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately without causing significant safety threat to self or others. The above statements are intended to describe the general nature and level of work being performed by employee(s) assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skills required of all employees in this classification.