Executive Assistant

Join APS at a pivotal moment in the energy industry where our Executive Operations team plays a critical role in powering the leadership that powers Arizona. As an Executive Assistant, you'll serve as a trusted partner to senior leaders, enabling the strategic work shaping Arizona's energy future.

The Executive Assistant coordinates all administrative functions and provides multifaceted administrative support to executive-level individuals.

This role:

• Works independently with a high degree of professionalism and independent judgment.
• Ensures adequate, clear, and personable communication and follow-up with internal and external customers while under pressure and with distractions.
• Duties typically include: scheduling appointments, mail coordination, maintaining calendars, travel arrangements, meetings, etc.
• Runs and tracks projects and programs associated with senior management administrative support, accurately producing a variety of reports and presentations using the appropriate software for word processing, graphics and spreadsheets, preparing and/or updating functionally related reports and records, developing and/or participating in special projects.
• Must be able to handle confidential and sensitive material and information with the highest level of discretion and confidentiality.

High school graduate or GED plus six (6) years of experience in positions requiring advanced administrative duties with strong organizational skills and follow-up capabilities.Completion of acceptable business or administrative training programs, as determined by hiring source as meeting education requirement.Overtime will be required on occasion.

Preferred Special Skills, Knowledge or Qualifications:

• Demonstrated proficiency in performing advanced administrative duties that require strong organizational skills and follow-up capabilities.
• Advanced proficiency using Windows applications including Outlook, PowerPoint, and Excel.
• Eagerness and openess to use AI functionality to create efficiencies, improve processes, and ehance work ouput.
• Demonstrated communication skills (written and verbal) with the ability to produce work that is timely, grammatically correct and error free.
• Able to work in a very professional environment with an extensive understanding and knowledge of corporate organization, company industry and/or related government/state committee structures, key contacts and their representatives.
• Possess good customer interface skills to effectively communicate with different levels of customers and contacts.
• Budget preparation experience including a solid understanding of budget, contracts and accounting processes.
  
  

1) Receives and screens incoming telephone calls, determines priority matters, and notifies executives accordingly.Refers issues to appropriate staff or provides requested information.

2) Reads and screens incoming correspondence and reports.Makes preliminary assessment of the importance of materials, organizes documents, handles some matters personally and forwards appropriate materials to the Executive and staff as appropriate.

3) Responds to routine or special inquiries and requests; facilitates the information flow between officer(s) and other organizations both inside and outside the company.Interfaces directly and independently with both inside and outside organizations on meeting facilitation and coordination.

4) Independently and accurately prepares correspondence, special reports, expense reports, schedules, presentations, spreadsheets, graphs, mailings and check requests ensuring completion in a timely manner.Starts presentations/reports from conceptual ideas or existing materials for executive review.

5) Produces a variety of letter, memos, charts, graphs, and documents in final form.

6) Prepares agendas and collects materials for meetings, speeches, and conferences.Updates Executives on status of issues before meetings. Takes minutes and follows up on action items as needed.

7) Manages and facilitates Executive calendars.Handles requests for time and uses judgment to determine priority and scheduling.

8) Makes all necessary travel arrangements for officer; prepares itineraries, prepares and maintains travel documents and records.

9) Arranges and coordinates meeting details and office related functions such as industry meetings, tours, luncheons, dinners and receptions.

10) Acts as liaison between Executives and subordinates or others by communicating directives, instructions, and assignments.Follows-up on the status of outstanding assignments and projects.

11) Develops and maintains an organization system for files and/or tracking system(s) of tasks and projects assigned to officers, ensuring immediate retrieval of information and documents.

This position may require access to and/or use of information subject to control under the Department of Energy's Part 810 Regulations (10 CFR Part 810), the Export Administration Regulations (EAR) (15 CFR Parts 730 through 774), or the International Traffic in Arms Regulations (ITAR) (22 CFR Chapter I, Subchapter M Part 120) (collectively, 'U.S. Export Control Laws'). Therefore, some positions may require applicants to be a U.S. person, which is defined as a U.S. Citizen, a U.S. Lawful Permanent Resident (i.e. 'Green Card Holder'), a Political Asylee, or a Refugee under the U.S. Export Control Laws. All applicants will be required to confirm their U.S. person or non-US person status. All information collected in this regard will only be used to ensure compliance with U.S. Export Control Laws, and will be used in full compliance with all applicable laws prohibiting discrimination on the basis of national origin and other factors. For positions at Palo Verde Nuclear Generating Stations (PVNGS) all openings will require applicants to be a U.S. person.

Pinnacle West Capital Corporation and its subsidiaries and affiliates ('Pinnacle West') maintain a continuing policy of nondiscrimination in employment. It is our policy to provide equal opportunity in all phases of the employment process and in compliance with applicable federal, state, and local laws and regulations. This policy of nondiscrimination shall include, but not be limited to, recruiting, hiring, promoting, compensating, reassigning, demoting, transferring, laying off, recalling, terminating employment, and training for all positions without regard to race, color, religion, disability, age, national origin, gender, gender identity, sexual orientation, marital status, protected veteran status, or any other classification or characteristic protected by law.

For more information on applicable equal employment regulations, please refer to EEO is the Law poster. Federal law requires all employers to verify the identity and employment eligibility of every person hired to work in the United States, refer to E-Verify poster. View the employee rights and responsibilities under the Family and Medical Leave Act (FMLA).

In compliance with the Drug Free Workplace Act of 1988, the Company is committed to a work environment that is free from the effects of alcohol and controlled substances, and free from the abuse or inappropriate use of prescribed and over-the-counter medications. The Company requires employees to be subject to drug and alcohol testing that is job-related and consistent with business necessity, regulatory requirements and applicable laws.