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Executive Assistant I

3 months ago

Bryn Mawr, United States Essential Utilities, Inc. Full time

Aqua, an Essential Utilities company, employs people in a variety of roles within our eight-state footprint, ranging from field workers and customer service representatives who are on the front lines working with customers, to scientists and engineers who help ensure we’re delivering reliable water and wastewater services to our communities. If you’re looking for a rewarding career helping improve our environment and protect our natural resources, we encourage you to join our team

About Essential Utilities
- Essential Utilities, Inc.

delivers safe, clean, reliable services that improve quality of life for individuals, families, and entire communities.

Operating as the

Aqua

(water and wastewater services) and the

Peoples

and

Delta

(natural gas) brands, Essential serves approximately 5.5 million people across 10 states. We are committed to sustainable growth, operational excellence, a superior customer experience, and premier employer status - including a competitive and comprehensive benefits package as well as a commitment to career growth opportunities.

We are advocates for the communities we serve and are dedicated stewards of natural lands, protecting more than 7,600 acres of forests and other habitats throughout our footprint.

Our company is one of the most significant publicly traded water, wastewater service and natural gas providers in the U.S.

We have a great opportunity for an Executive Assistant. The Executive Assistant provides executive level secretarial and administrative support to 3 Teams in the Aqua Organization - Vice President, Aqua Engineering; Vice President, Chief Environmental, Safety, and Sustainability Officer; and Director, PA Planning and Engineering. This role is requiring high levels of trust, accuracy, organization and confidentiality. The successful incumbent will be responsible for, with minimum supervision, support functions, including department budgeting, checking and tracking bills, providing variance analysis, and high level of accounts payable support and invoice payments across all Teams.

Essential Duties:

- Provide accounts payable support and provide the administrative role for service entry sheets and invoices across all the Aqua Departments referenced above.
- Provide administrative support for other SAP administrative functions including expense report entry, p-cards and other support management required by the departments.
- Will be required to accurately compose and prepare general correspondence, memos, notices, etc. from marginal notes or oral instructions. Prepare updates of repetitive correspondence and documents requiring detailed review. Must be capable of making independent decisions within the scope of the position
- Maintain detailed appointment and meeting schedules electronically. Responsible for assuring that all appointments are kept or alternative arrangements are made in a timely fashion.
- Responsible for the flow of daily internal and external mail and documents. Takes steps to insure the confidentiality of sensitive mail. Sorts, distributes, faxes, mails and follows up as needed.
- Must have ability to meet changing deadlines for various reports and accept changes with minimum error. Also contact Managers in the various departments to collect data necessary for reports. Prepares annual planning & reporting calendar for Capital, based on input from various departments and within established guidelines.
- Arrange, prepare agendas, and organize various operational and organizational meeting.
- Arrange travel reservations and accommodations as required.
- Organize and maintain department files on an ongoing basis. Maintain an accurate and up-to-date file list of active and inactive files. Periodically culls active files for storage.
- Position requires the ability to analyze and coordinate various information and data with a good deal of interpretation of specialized and technical materials. Must be able to make independent decisions involving established practices and procedures.
- Must have excellent communications skills and be able to interact effectively with a wide variety of individuals of all levels, both inside and outside the Company.
- Must be able to maintain confidential and sensitive information and materials with the utmost discretion. Absolute confidentiality is essential.
- Assist in the preparation of department budget from prior year's budget and expenditures; checks accuracy of bills for department expenses, route those bills to the appropriate person for approval and/or payment, tracks progress to assure timely payment, request insurance certificates as required following established procedures; order department supplies and maintain an adequate inventory; and gather materials or information from various sources and compile into summary reports.
- Must have initiative to work with wide range of staff across many departments, in particular Accounts Payable, HR, Finance, and IT.
- Expected to constantly search f