Executive Assistant

Job Title: Executive Assistant

Job Description:

Position Information

$24.72 - $39.01 Hourly

The base salary range represents a good faith salary range for this position. This position is eligible for annual incentive pay and has the opportunity for continued salary growth. If you are hired at American Water your base salary compensation will be determined based on factors such as market, geography, skills, education and/or experience. At American Water, we are committed to pay equity.

In addition to compensation, you will be offered a comprehensive benefits package including 401(k),Defined Contribution Plan, Employee Stock Purchase Plan, medical, prescription, dental and vision coverage, plus disability, paid time off, life insurance, voluntary benefits, health and wellness programs and much more!

American Water is also proud to offer employees learning opportunities and work experiences to grow professional.

Primary Role

The Executive Assistant provides operational, administrative, analytical and technical support to the Vice President of Operations for New Jersey American Water. This role may include assisting with communicating to employees, completing tasks, communicating with other departments, safety, assisting team members, and handling customer inquiries.

Key Accountabilities

• Maintain calendars, schedule appointments and meetings. Coordinate travel arrangements, reconcile and maintain expense records and statements, and handle invoices and disbursement processing for executive leadership and direct reports. Handle requests and responds to inquiries. (20%)
• Provide logistical and planning support for meetings, workshops, calls, and other various group needs. Prepare agenda and meeting materials and compile outputs and reports. Coordinate related travel and dining logistics. Participate on-site for applicable events. (20%)
• Prepare reports which may include basic research, preliminary recommendations, and suggested conclusions; work with executive leadership to finalize and formalize reports. Create and maintain tracking logs, monthly status reports, etc. Research, prepare, compile, and extract information and supporting data in preparation for meetings, projects and reports. (20%)
• Coordinate, compile, and edit reports, presentations, and/or meetings with executive leadership and/or board members inside and outside the company. Generate and maintain highly confidential files, records, and reports. (20%)
• Apply functional and business knowledge to compose internal communications (articles, intranet postings, emails) as well as other external correspondence from rough notes. Respond to inquiries and manage, coordinate, and provide guidance on writing and posting policy documents on the company intranet. (5%)
• Use advanced specialty software applications to create and maintain support tools which may include intranet pages, hyperlinks to reference documents, surveys, report summaries, presentations, training material, and various forms. (5%)
• Coordinate employee rewards/recognition program activities or events, ensuring timely processing of recognition and/or remuneration paperwork, etc. (5%)
• Participate in learning development opportunities, employee surveys, focus groups and internal communications, coordination of activities related to annual evaluations, surveys and other initiatives. (5%)

Knowledge/Skills

• Thorough knowledge of standard business practices and principles, including basic accounting and budgeting
• Knowledge of enterprise resource planning (ERP), work and asset management, procurement, and time-keeping/payroll information technology systems preferred
• Knowledge of the utility industry preferred
• Demonstrated excellent organization and administrative skills
• Demonstrated effective communication skills, both verbal and written
• Demonstrated ability to prioritize and manage
• Demonstrated interpersonal skills
• Effective problem solving and analytical ability
• Understanding of safety and regulatory requirements
• Detail-oriented with the ability to multitask in a fast-paced environment.

Experience/Education

• High School Diploma or equivalency required.
• Associate’s or Bachelor’s level degree in business or related field of study preferred
• Driver’s license required
• In-depth knowledge of Microsoft office suite applications including Word, Excel, PowerPoint, and Outlook
• Ability to manage change effectively
• 1 to 3 years of administrative experience with specific experience supporting the executive leadership and teams.

Travel Requirements

• This role operates on a hybrid work schedule, requiring three days on-site in our corporate office in Camden, NJ and two days remote each week.
• Local and occasional regional travel may be needed in New Jersey