Administrative Assistant to Director Electric Operations

Administrative Assistant to Director Electric Operations Location North Fort Myers, FL :

JOB TITLE: Administrative Assistant to Director Electric Operations

Location: North Fort Myers, FL

Work Hours: M-F 8:00am - 5:00pm

Our benefits include:

• Company-wide annual incentive plan
• Medical, vision and dental insurance
• 401(k) plan with a generous 6% company match
• Company funded Pension Plan
• On-site wellness/medical facility
• Company paid Short & Long-Term Disability insurance
• Health Savings Account with an employer contribution
• Flexible Spending Accounts
• Paid time off and paid holidays
• Wellness program with financial rewards
• Tuition reimbursement
• Group life insurance
• Critical Illness and Accident Insurance

LCEC provides reliable, cost-competitive electricity to more than 240,000 customers throughout a five-county service territory located in Southwest Florida. We employ approximately 400 skilled employees and are one of more than 900 electric distribution cooperatives located throughout the United States. LCEC has been recognized locally and statewide as an industry leader and continually receives acknowledgment for the work that our employees do in the community along with other civic, environmental and professional honors.

Position Summary: The Assistant to Director Electric Operations supports the Director of the Electric Operations Division and the Director's team, as needed. Serves as the liaison between the Director and internal and external customers and acts as the Director's lead for all administrative and office management matters within the division. This includes, but is not limited to, duties related to defining, executing, maintaining and improving administrative processes and procedures in addition to office management protocols. Independently manages the day-to-day operations of the Director's office; maintains division and/or departmental records and documents; coordinates meetings/calendar and all travel requests for the division; develops and monitors Director's budget coupled with the reporting thereof; assists with the development of reports, charts, graphs and presentations, and ensures the accuracy and completeness of correspondence and other written materials. Handles confidential matters and information with discretion and independently provides leadership and guidance to other administrative support staff within the division.

Position Responsibilities

• Assists the Director and the various departments of the division on a daily basis with various tasks. Handles and/or coordinates all administrative function, researches issues and provides appropriate answers/solutions. Prepare and submit purchase requisitions, expense reports and check requisitions as needed. Verifies accuracy of vendor invoices and submits for payment on a timely basis. Maintains records and follow-up on issues as needed.
• Composes general correspondence, prepares and maintains various types of documents, reports and presentations using Microsoft Office software. Manages the Director's calendar and schedules appointments. Assists others in the division with meeting planning and scheduling as needed. Prepares meeting agendas and minutes on the Director's behalf as requested.
• Under the guidance of the Director, develops, maintains and tracks the Director's divisional and/or departmental budgets, including developing and maintaining complex spreadsheets and utilizing various query tools for tracking and reporting results. Coordinates the development and tracking of divisional financial and other business metrics as needed while ensuring data integrity. Takes proactive actions to keep management up to date with budget variances and actively participates in the annual budget planning process as requested.
• Serves as the travel coordinator for the division, processes registration requests, makes travel arrangements, ensures that Electric Operation staff is operating in accordance corporate with travel policies, procedures and guidelines which includes appropriate travel approvals and timely completion of accurate expense reports.
• Coordinates information and deadlines from many different sources across within and outside the division and manage sensitive and confidential matters and information appropriately. Interface with all levels of organization with excellent interpersonal and communication skills. Represent the division on cross-functional administrative teams, enterprise initiatives, community projects and professional organization as needed.
• Manages the division's private SharePoint sites, including the Emergency Restoration SharePoint site. Provide administrative support with the execution of the Emergency Restoration Plan as needed. Act as a back-up administrative assistance within division as needed. Orders office supplies, publications and special items utilizing appropriates budgets as needed to ensure adequate supplies for the area.

Education

• Associate's Degree Business Administration or related field (Required) or
• High School Diploma (Required)
• Bachelor's Degree Accounting, Business Administration, Secretarial Science or related field. (Preferred)

Experience

• 10+ to 15 Years of secretarial and/or administrative experience. (Required)
• 5+ to 7 Years of progressive responsible experience in a support position (Required) and
• 2+ to 5 Years supporting executive management (Required) and
• 2+ to 5 Years in which confidentiality is critical. (Required)
• 7+ to 10 Years of progressively responsible experience in a financial environment (Preferred) and
• 5+ to 7 Years budget development and monitoring accountabilities. (Preferred)
• Experience working in an engineering and/or operations environment with office management accountabilities. (Preferred)

Knowledge, Skills, and Abilities

• Strong proficiency with Microsoft Office Professional Suite to include Word, Excel, Outlook, PowerPoint, SharePoint and Visio. (Required)
• Demonstrated ability to interface with all levels in the organization. Must have high level of interpersonal skills to handle sensitive and confidential situations and information. (Required)
• Ability to coordinate information and deadlines from many different individuals within and outside of the division. (Required)
• Strong financial skills to effectively develop, track and report budget or related documents at the division or executive level (Required)
• Strong organizational skills with demonstrated ability to manage multiple tasks and demands. (Required)
• Ability to work effectively in high-energy and fast-paced environment. (Required)
• Ability to work independently and proactively. (Required)
• Excellent verbal and written communication skills. (Required)

Licenses and Certifications

• Certified Professional Secretary (CPS) (Preferred)

Physical Demands and Working Environment: The physical demands and working environment characteristics described here must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

Standing Occasionally, Walking Occasionally, Sitting Constantly, Lifting Rarely, Carrying Rarely, Pushing Rarely, Pulling Rarely, Climbing Rarely, Balancing Rarely, Stooping Rarely, Kneeling Rarely, Crouching Rarely, Crawling Rarely, Reaching Rarely, Handling Occasionally, Grasping Occasionally, Feeling Rarely, Talking Constantly, Hearing Constantly, Repetitive Motions Frequently, Eye/Hand/Foot Coordination Frequently

Working Environment: Frequently Air-conditioned office environment, Rarely Extreme cold, Rarely Extreme heat, Rarely Humidity, Rarely Wet, Occasionally Noise, Rarely Hazards, Rarely Temperature Change, Rarely Atmospheric Conditions, Rarely Vibration.

STORM DUTY REQUIREMENTS.... Responding to storms will be considered a condition of employment: LCEC provides critical services to our community during an emergency. Employees are required to participate in the response/recovery activities related to emergencies/disasters to maintain service to our LCEC members. Employees are required to work in their normal job duties or other assigned activities. Proper compensation will be made in accordance with the company's guidelines and procedures.

Please note that at the time a candidate is made a job offer, the candidate will be subject to a background check and a drug screening.