Senior Executive Assistant
Job Description
Important Application Submission Information
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Performs administrative and broad support activities of a highly responsible and confidential nature for executive assistant to the CEO in support of the office of the CEO. This position serves in a critical support role to the executive assistant to the CEO and can impact the effectiveness of either the executive or their staff. Activities are diverse and involve close coordination with internal and external senior executives and their support staffs. This position requires significant interface on a regular basis with a diverse group of high level governmental and regulatory officials or officers of other companies, as well as officers and executives within the corporation.
It is the responsibility of this position to proactively manage the time and support the work effectiveness of the Executive Assistant to the CEO in support of the executive. This position anticipates the needs of both the executive assistant to the CEO and the executive and based on knowledge of the executive's mode of operation and individual preferences, coordinates, researches, delegates, compiles, and organizes any work necessary to meet those needs. Incumbents may exercise considerable judgment and discretion in the performance of their duties. This position requires a high degree of professionalism, knowledge of the enterprise, verbal and written communication skills, and interpersonal skills.
Responsibilities
Screens calls for the executive and responds to moderately complex inquiries from management employees or external sources regarding a variety of questions, such as clarification of company policy and procedures. Communicates sensitive information to senior management or external sources.
Coordinates with internal and external executive-level staff to accomplish moderately complex activities, such as scheduling, identifying outside speakers, and developing agendas or recreational programs for non-local group meetings or events. This may also include conducting research and compiling information for quarterly or annual reports, departmental projects or company task forces, where information must be gathered and compiled from a variety of sources.
Receives general direction. Identifies needs and initiates administrative projects. Performs considerable coordination and follow-through. Sets priorities and procedures for accomplishing work and may delegate portions to others.
Manages the electronic mail of the executive in the absence of the executive assistant to the CEO. Reviews incoming mail, makes decisions as to proper handling and prepares responses or delegates/manages responses by others.
Maintains confidential records and reports. Collects, compiles and analyzes data from several sources of information. May direct others to collect and calculate the data.
Provides support in preparation for the executive's meetings. May coordinate the preparation or compilation of various meeting materials. Interfaces with subordinates of the executive to plan and coordinate materials.
Provides administrative and organizational support to the executive in external business and community leadership responsibilities, e.g., Chamber of Commerce, Arts and Science Council.
Utilizes Microsoft Office Products at a high level of proficiency. Prepares and revises documents for use by executive management, e.g., Corporate Calendar.
Prepares expense reports and Bank of America reconciliation statements. Reviews and approves, within delegated parameters, expense reports of others.
Coordinates all travel arrangements and external meeting preparations. Anticipates a variety of simple to complex needs and potential issues; ensures all needs are met and issues are proactively addressed.
Maintains a consistently high level of availability to provide support to the executive assistant to the CEO and CEO according to the executive's schedule. May require flexibility in work hours or locations. May require some travel.
Maintains and demonstrates current knowledge of Duke Energy enterprise organization and business operations. Understands the work preferences and needs of the executive. Communicates effectively with other executives and their support staffs.
Exercises excellent interpersonal skills and demonstrates the ability to work with employees at all levels within and outside the organization in a highly professional manner.
Effectively handles a wide variety of telephone calls, mail, visitors and appointments to effectively manage the time of the executive.
Prepares correspondence and written communications using a variety of excellent written communication skills.
Effectively manages the internal/external time commitments of the executive to facilitate the most effective use of the executive's time. May independently make decisions as to who is scheduled for time with the executive as well as other similar task in nature. Actively manages the calendar and time commitments of the executive. The nature of the responsibilities of an executive at the enterprise level increases the diversity, difficulty, and accountability of the executive Assistant role.
Carries out all job responsibilities with maximum independence. Exercises judgment and discretion in decision making involving the planning and execution of support work for Senior Assistant to the CEO. Independently and proactively anticipates the needs and support requirements of the executives based on broad knowledge of the work and the individual preferences of both the executive assistant to the CEO and the CEO; performs or plans, coordinates, and manages the execution of that support.
Independently reviews, prioritizes, delegates and distribute in-coming work to be reviewed by the executive. Under the guidance of the executive assistant to the CEO, determines whether the work should be presented to the executive for their attention or if it should be delegated to others. Research work as necessary to ensure the executive has all the information to perform their duties most effectively.
Basic/Required Qualifications
Bachelors degree and minimum 6 years related work experience
In lieu of required education, High school diploma/GED AND ten (10) years minimum of related work experience
Working Conditions
May require flexibility in work hours or locations
Onsite mobility classification – work will be performed mainly at Duke Energy Plaza. Reliable, consistent transportation is required to ensure timely arrival at the applicable facility.
Travel Requirements
5-15%