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Executive Assistant

2 months ago

Hampton, United States Unitil Service Corporation Full time
Job DescriptionJob Description

Our Company

More than a utility company, Unitil provides energy for life.

Our work helps keep homes comfortable, businesses thriving and communities connected. Unitil is an investor-owned public utility proudly serving Maine, Massachusetts and New Hampshire. We are dedicated to delivering energy to our customers safely and reliably.

Unitil is committed to creating an inclusive environment that welcomes and values the differences among all of our employees, customers, suppliers and the communities in which we live and conduct business. The continued success of Unitil is enhanced through initiatives that promote diversity and value our employees.

Take advantage of a comprehensive benefits package.

Unitil offers competitive salaries, a consumer-driven health plan, dental and vision coverage, flexible work, company-paid holidays, a, robust, highly competitive retirement plan and educational assistance.

*Note: Benefit offerings may differ between union and non-union employee groups.

Position Purpose:

Provide professional assistance and administrative support to the Senior Management Team and assigned departments. Performance meets and exceeds company policies and procedures and the individual needs of the Executive Team. Incumbent acts as a Liaison between Executives and other Members of Executive, Corporate and Management Staffs. Assignments must be completed in a professional manner, maintaining confidentiality of all tasks at all times.

Principal Accountabilities:

% of Time

End Results

70%

Function as part of a team of Executive Assistants to provide efficient and professional support services which contribute to the efficiency of the Senior Management Team, including the SVP, External Affairs & Chief Customer Office, VP, People, Shared Services & Organizational Effectiveness, SVP, CFO & Treasurer, Director, Human Resources and Human Resources Team as well as other members of the Senior Management Team as deemed necessary.

Support services include but are not limited to:

  • Answering and Screening incoming calls
  • Composing and editing communications, correspondence, memos, etc.
  • Meeting preparation and coordination for internal and external customers
  • Travel arrangements and meal coordination
  • Daily scheduling and calendar maintenance
  • Apprising Executives of important tasks and information at all times
  • Prepare expense reports, check requests and process invoices, process credit card invoices, donation requests
  • Document and maintain all work and procedures in the Executive area
  • Provide or seek technical support for all office equipment in Executive area including personal computers, phones, etc.
  • Reporting and Filing as needed
  • Attending meetings and preparing notetaking at a high level
  • Coordinate with Human Resources department to update company policies and procedures on company facing SharePoint page.
  • Creating employee IDs
  • Update the company organizational charts
  • Press Releases as needed or assigned
  • Other Support functions as assigned.

10%

Provide assistance and administrative support with Board related functions:

  • Onsite and Offsite meeting coordination (meals, rooms, meeting space)
  • Annual meeting catering
  • Travel arrangements-room reservations

10%

Provide Coverage and backup as needed in Unitil Upper Level Corporate Executive area or Administrative areas.

10%

Efficient and professional completion of special assignments as directed by Executive and Management Team for process enhancements and in fulfillment of the corporate mission.


Qualifications:

  • Bachelor Degree or equivalent professional experience with the ability to support executive level staff.
  • Excellent organizational, communication, quality control, interpersonal and problem-solving skills.
  • Demonstrated Proficiency in MS Word, MS Excel, MS PowerPoint, MS Outlook, Acrobat, SharePoint and overall computer aptitude.
  • Ability to multi-task, exercise proper judgment, prioritize work assignments and work independently with minimal supervision.
  • Candidate must be discreet and diplomatic at all times, with the ability to handle sensitive situations, maintain strict confidentiality of all company matters, and respond appropriately to all stakeholders internally and externally.
  • Must be available to work extended hours as assigned, possibly at secondary locations, in response to System emergencies.