Executive Staff Assistant

The Executive Staff Assistant provides essential administrative and clerical support to the External Affairs department, including Corporate Communications, Community Relations, Government Affairs and Public Policy. This role ensures smooth day-to-day operations through effective coordination, attention to detail and proactive problem-solving, helping to contribute to the success of high-visibility external initiatives. The Executive Staff Assistant also helps implement tools and process improvements that enhance efficiency and streamline departmental initiatives. The ideal candidate is highly organized, detail-oriented and professional, with strong interpersonal and communication skills and the ability to manage multiple priorities with discretion and sound judgment.

Job Duties:

- Process and track departmental invoices, charitable contributions, sponsorship requests and employee expense reports with accuracy and timeliness.

- Coordinate internal and external meetings by managing schedules, reserving, arranging catering and preparing supporting materials.

- Support the planning and execution of external events and programs, such as meetings with state and federal elected officials, community initiatives, plant open houses and charitable events. Responsibilities include but are not limited to managing invitation and mailing lists, tracking RSVPs, coordinating catering, and preparing event materials and logistical details.

- Provide basic formatting for documents, presentations, and other written materials.

- Assist with inventory management and procurement of branded promotional items ("corporate swag"), ensuring availability for events and outreach efforts.

- Route external calls and emails promptly and professionally, while maintaining confidentiality and tracking follow-up actions.

- Help identify and implement new technology or tools that streamline processes, enhance collaboration, and support the department's continuous improvement efforts.

- Provide back-up administrative support for the executive office.

Required Qualifications:

Education

: Associate Business Degree, Secretarial Degree, or Certified Professional Secretary (CPS) Rating

Experience

: 6+ years of secretarial and administrative experience and a general knowledge of management.

Equivalent Experience

: High School with ten years of secretarial and administrative experience. (This is total education and experience required.)

Specialized Skills

:

- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with document and presentation formatting and layout

- Strong interpersonal skills and the ability to work effectively across teams and with external stakeholders.

- Proactive and detail-oriented, with a strong commitment to ensuring tasks are completed accurately and on time.

- Strong organizational skills with the ability to manage multiple tasks, deadlines, and priorities effectively.

- Experience coordinating events, meetings, and logistics.

- Excellent written and verbal communication skills, including proofreading and basic editing.

- Proven ability to handle sensitive and confidential information with professionalism and discretion.

- Familiarity with tools like SharePoint, Microsoft Teams, Monday, or similar platforms is a plus.

Travel

: 5% (events and meetings)