Senior Management Administrative Assistant II

SMUD's Senior Management Administrative Assistant II position, provides high-level executive support to the Director of People Services and Strategies (PS&S). This pivotal role demands a professional who excels in handling confidential and sensitive matters with the utmost discretion and integrity. As a key liaison, you will communicate effectively with diverse audiences—from external customers and clients to senior executives and leadership—playing an essential role in facilitating smooth operations within the HR function. Beyond typical administrative duties, this position requires a seasoned professional with strong organizational, communication, and problem-solving skills, who can anticipate needs and manage complex schedules, board materials, and high-impact projects. If you are looking for a challenging, rewarding role where you can contribute to a dynamic team while safeguarding trust and confidentiality, we encourage you to apply.

This posting intends to fill one regular full-time position and establish an eligibility list which may be used to fill future regular full-time or limited-term vacancies over the next two (2) years.

Purpose

Reporting directly to senior management, provides administrative and analytical support; scheduling duties; serves as a liaison to the director; and oversees special projects related to the activities and operations of an assigned department; all with a high level of professionalism and in a manner that reflects positively on the organization.

Nature and Scope

This is level II of an advanced journey level classification. Employees in this classification work independently within a broad framework of policies and procedures. This job requires extensive staff, public, and organization contact requiring a high degree of tact, diplomacy, confidentiality, and independent judgment. While this job is part of a job series, it is not a slant line job and there is no automatic progression to this level.

Duties and Responsibilities

- Provides administrative, analytical, and technical support to assigned department/director. Research, drafts, and prepares various written materials including correspondence, memoranda, draft and final versions of departmental directives or procedures, and reports.

- Provides general administrative support by preparing and maintaining calendars, including the scheduling of appointments and meetings. Coordinates meeting room and material set-up, including audio-visual and catering requirements. Negotiates contracts for outside facilities.

- Enhances department efficiency through consistently informing management of changes to SMUD policies, regulations and programs. Prepares and ensures accuracy of departmental administrative and analytical information in reports and/or presentation format to ensure that the information is accurate and appropriate for the intended audience.

- Provides support in budget preparation and administration to ensure the department operates within budget and complies with SMUD policies, procedures, and quality standards.

- Supports the overall achievement and completion of department projects; assists in planning, reviewing and conducting work activities and researching required project information associated with department internal/external projects in accordance with established task objectives and schedule as outlined in the project plan/contract.

- Ensure Director is prepared for and follows-up on action items from executive and peer team meetings.

- Strategically manage leaders' time, including scheduling, balancing meeting purpose with strategic priorities, scheduling and planning meetings to maintain a focus on the highest priority deliverables from a strategic and people perspective

- Stay informed of and keep department management team focused on the top priorities, and ensure management is communicating when priorities are changing; assist in strategic planning activities with leaders and help leaders direct their focus in order to make the most of the limited and valuable resources and time.

- Performs studies of work or business processes; coordinates review and approval of internal control documents by department and SMUD entities; negotiates changes in or commitments to business processes or agreements; makes recommendations for new or changes to existing programs or processes.

- Review and monitor operational/program metrics and communicates anomalies/progress to director/management team; build, maintain and share dashboards that lay out performance and information in a concise and clear format; facilitate a monthly priority and progress review with Director to support the strategic management of leader's time and focus on highest priority items

- Support Director in building and maintaining staffing structure and efficiency throughout the department.

Additional Duties and Responsibilities

- Draft, gain input from appropriate subject matter experts, and send internal and external communications on behalf of Director; maintain email communications and ensure follow-up is timely and handled with appropriate prioritization

- Oversee department contracts, ensure vendors are meeting service level agreements; determine if extensions or a new RFP is necessary to sustain business processes/needs.

- Build and maintain a collaborative mindset among department leaders; bring together important stakeholders (internal and external as applicable) and help drive decisions as needed; serve as a connector aware of every key project impacting the department and connect the dots across the department and business unit to stay abreast of actions needed.

- Act as a change agent for the department, listening and engaging in conversations with leadership and staff to influence outcomes and maintain momentum; maintain regular connection with management team and department employees through interpersonal relationships.

- Other duties as assigned.

Required Education

- High School diploma or equivalent

Required Experience Qualifications

- Three or more (3+) years supporting senior management performing complex administrative work, including interpreting and communicating rules & regulations, report writing, and research and analysis. Bachelor’s degree in business administration, communication or related field may substitute for one year of experience.

Knowledge Of

Principles and practices of administrative and/or technical area to which assigned; principles and practices of intermediate analytical research and project coordination; principles of effective communication; principles and methods of business letter and report writing; team building methods and principles; safe work practices; pertinent local, State and Federal laws, codes, ordinances, policies, rules and regulations; general functions and objectives of municipal government; research methods and techniques; computer software, including word processing, data base, spreadsheet and accounting applications.

Skills To

Perform a wide range of highly responsible and complex administrative support functions with speed and accuracy; identify sensitive issues and exercise diplomacy and tact; collaborate and communicate effectively with internal staff and external public and private entities in writing and verbally; conduct detailed and thorough research utilizing a variety resources; interpret and apply policies, procedures, standards and requirements; read and understand complex and/or technical data; compile and prepare technical, statistical, and/or analytical reports and presentations; analyze problems, situations or documents and take appropriate action; exercise good judgment in a diversity of situations; think strategically.

Desirable Qualifications

- Experience handling and protecting confidential information with discretion and professionalism.

- Ability to apply and follow strict confidentiality protocols.

- Skilled in preparing, tracking, and finalizing complex and confidential board materials.

- Proven experience supporting senior leaders by managing calendars, travel, and meeting logistics.

- Strong judgment and ability to anticipate the Director’s needs.

- Basic knowledge of HR laws and regulations (e.g., ADA, FMLA, EEO).

- Familiarity with legal terminology and working with legal counsel.

- Experience coordinating high-priority HR communications and projects.

- Strong organizational skills with flexibility to manage competing priorities.

- Advanced skills with Microsoft Office and collaboration tools.

- Proactive in identifying and resolving technology issues.

- Excellent written and verbal communication skills.

- Professional demeanor with the ability to engage effectively at all levels.

- Ability to build and maintain positive relationships with stakeholders.

Physical Requirements

Applicants must be able to perform the essential job functions with or without a reasonable accommodation.

Hybrid Work

This position may be eligible for SMUD's remote work employee benefit, the schedule of which will be determined by the successful candidate and the Hiring Manager. SMUD takes pride in powering the Sacramento region community where we live and work. We value the strong working relationships we develop with our colleagues. Our approach to remote work will continue to evolve. Please be aware that should SMUD’s business needs change, emergencies occur, or various other reasons arise, you may be required to report onsite on a part-time or full-time basis.

CalPERS

SMUD is a CalPERS agency

. As a member of the California Public Employees’ Retirement System (CalPERS), SMUD offers eligible employees access to a defined benefit pension plan along with other valuable retirement and health benefits. This program helps provide financial security both during your career and after retirement. To learn more about CalPERS and the benefits it offers, please visit www.calpers.ca.gov.

We recommend you create a SMUD Candidate account through our SMUD Careers page, upload your resume and cover letter to be considered for this and other open position.