Senior Management Administrative Assistant II

Overview

SMUD's Senior Management Administrative Assistant II position provides high-level executive support to the Director of People Services and Strategies (PS&S). This role requires handling confidential matters with discretion and integrity and communicating effectively with diverse audiences, including external customers, clients, senior executives, and leadership. The position supports the HR function through organizational, communications, and project-management skills, managing complex schedules, board materials, and high-impact projects.

This posting intends to fill one regular full-time position and may be used to establish an eligibility list for future regular full-time or limited-term vacancies over the next two (2) years.

Reporting directly to senior management, provides administrative and analytical support; scheduling duties; serves as a liaison to the director; and oversees special projects related to the activities and operations of an assigned department, all with a high level of professionalism and in a manner that reflects positively on the organization.

This is level II of an advanced journey level classification. Employees work independently within a broad framework of policies and procedures and require tact, diplomacy, confidentiality, and independent judgment. While part of a job series, there is no automatic progression to this level.

• Provides administrative, analytical, and technical support to the assigned department/director. Researches, drafts, and prepares written materials including correspondence, memoranda, and reports.
• Provides general administrative support by managing calendars, scheduling appointments and meetings, coordinating meeting room and material setup (including audio-visual and catering requirements), and negotiating contracts for outside facilities.
• Enhances department efficiency by informing management of changes to SMUD policies, regulations, and programs. Prepares and ensures accuracy of departmental administrative and analytical information in reports and presentations.
• Supports budget preparation and administration to ensure the department operates within budget and complies with SMUD policies and quality standards.
• Supports project planning, review, and execution of department projects; researches required information in accordance with the project plan/contract.
• Ensures Director is prepared for and follows up on action items from executive and peer team meetings.
• Strategically manages leaders' time, balancing meeting purpose with strategic priorities and planning meetings to focus on high-priority deliverables from a strategic and people perspective.
• Keeps management focused on top priorities and assists in strategic planning with leaders to optimize limited resources and time.
• Performs studies of work or business processes; coordinates internal control document review and approval; negotiates changes to processes or agreements; makes recommendations for program changes.
• Reviews and monitors operational/program metrics; builds dashboards; and facilitates monthly priority and progress reviews with the Director to support strategic management of time and focus.
• Supports the Director in building and maintaining staffing structure and efficiency throughout the department.

• Drafts and coordinates internal and external communications on behalf of the Director; manages email communications and prioritizes follow-up.
• Oversees department contracts and ensures vendors meet service levels; determines if extensions or new RFPs are necessary.
• Fosters collaboration among department leaders and stakeholders to drive decisions; connects key projects across the department and business units.
• Acts as a change agent, engaging with leadership and staff to influence outcomes and maintain momentum; maintains regular contact with management and department employees.
• Other duties as assigned.

• High School diploma or equivalent

• Three or more (3+) years supporting senior management performing complex administrative work, including interpreting…