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GENERAL DESCRIPTION
Assists the Executive Vice President (EVP) of Asset Operations with all administrative activities.
MAIN ACCOUNTABILITIES
• Coordinates the EVP's business and personal schedule, and updates his/her calendar accordingly
• Oversees Travel Coordinator’s activities relating to the EVP's, including bookings, confirmations, itineraries, expenses, and reimbursements for business travel, as well as travel associated with other activities and demands
• Is responsible for coordinating the overall administration of the bid/proposal process, which includes reviewing, responding, coordinating, scheduling, communicating, and securing the appropriate approvals
• Is responsible for the overall quality of the bids and RFPs including consistency within the documents, completeness, appropriate responses to information requested, and inclusion of appropriate contracts and/or other documents
• Interfaces with various levels of management and personnel to expedite bid and proposal activities to ensure that deadlines are met, and prepares final package for the customer
• Manages a library of approved responses to products, services, specifications, and contract terms and conditions
• Manages a library of approved marketing material and brochures for incorporation into responses
• Develops first-draft responses for all aspects of EVP’s communications
• Compiles and reports relevant timely proposal data, including current, pending, and expected opportunities and outcomes
• Maintains electronic filing system, providing copies to other personnel as needed
• Schedules meetings in-house as well as off-site
• Updates and distributes information as needed for weekly conference calls
• Coordinates candidate/new employee introductions to Energy Management team
• Arranges lunches and dinners, if necessary, for job candidates
• Prepares and submits expense and time reporting
• Drafts letters, reports, forms, and other documents using standard company procedures
• Inputs data into computer and generates appropriate reports
• Handles incoming and outgoing documents
• Interfaces with other departments and other individuals inside and outside the company
• Additional duties as required
REQUIRED PROFESSIONAL EXPERIENCE: 5+ years of executive secretarial experience of increasing variety and/or complexity, including experience with contract and proposal administration or analysis, particularly RFPs
REQUIRED LICENSURE OR CERTIFICATION:
REQUIRED KNOWLEDGE: Expert knowledge of Microsoft Office software
OTHER REQUIREMENTS:
Demonstrated ability and temperament to work with sensitive information
Interpersonal skills
Sufficient proficiency in business vocabulary to effectively represent the executive and the company to outside parties
High attention to detail
Strong decision-making skills required to respond to high-pressure situations
Time-management skills needed to plan, manage, and coordinate executive's activities and major functions
History of being proactive and of seeking out additional information and opportunities for team cohesion
Initiative on tasks and persistent on follow-up
Experience making travel arrangements using web-based resources and experience with event planning
Eagerness to learn
Ability to work well in an unstructured work environment with little supervision
Solid organizational skills and the ability to multi-task and juggle competing responsibilities
Strong interpersonal skills and the ability to work well with different teams across the organization, including interaction with regional offices
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