Executive Administrative Assistant

Job Description

The position assists in meeting specialized goals and contributes to the achievement of the company’s vision, mission and strategic objectives by providing special project and executive support to positions of significant leadership within Avista. This includes acting on behalf of Executives in dealing with senior leadership, board members, other employees, clients, and contacts. Ensures accurate and timely processing of documents, reports, records, and data, as well as managing budgets and important reporting functions.

Acts in an empowered manner to create and maintain a well-run, professional workplace, and to enhance the area’s image internally and externally. Ensures open lines of communication throughout the company and good working relationships with other areas. Maintains a high level of confidentiality and demonstrates an ability to handle sensitive information in an appropriate manner

• Provides high-level administrative and organizational support that helps executives and departments operate efficiently. Responsibilities include managing complex calendars, scheduling meetings, coordinating travel and logistics, conference registration, time recording and timekeeping duties, handling confidential information with discretion, serving as a liaison with internal and external stakeholders, and assisting with special projects as needed.
• Supports financial administration for assigned officers by preparing invoices for processing, preparing and reconciling monthly credit card expenses, preparing and submitting expense reports, tracking budget activity and pulling budget-related information as needed to support planning, monitoring and reporting.
• Coordinates meetings and events by managing agendas, room setup, technology needs, attendee communications, catering arrangements materials, and follow-up actions. Event planning tasks may include reserving venues or meeting spaces, coordinating invitations and RSVPs, developing event timelines, arranging food and beverage service, preparing name badges or materials, organizing speaker or participant logistics, confirming audiovisual support, tracking attendance, and resolving day of event needs to ensure meetings and events run smoothly and professionally.
• Maintains timely and accurate records. Proofreads multiple important documents including board reports, presentations and other materials.
• Prioritizes multiple tasks with minimal supervision, while maintaining flexibility in a constantly changing, confidential, high-energy environment. Anticipate area’s needs and acts on matters within their control.
• May be responsible for scheduling the corporate aircraft.
• Research and compiles information on special assignments that require a high degree of knowledge and independence; prepares reports that may have content of a sensitive or confidential nature.
• Gathers, organizes, and posts board materials in preparation for meetings as well as provides logistical support for board meetings.

• Supports senior level executive officers or large number of leaders
• May operate as a backup to the Assistant Corporate Secretary including board communication, files SEC and FERC documents, prepares annual state filings, prepares and files New York Stock Exchange notifications, etc.
• Serves as lead administrator for respective committees or board postings on Board Portal (Diligent).

• 5 years of related administrative experience required.
• Associates degree preferred.
• Utility background and a high-level knowledge of company policies and procedures are preferred.
• Requires demonstrated proficiency in computer skills using Microsoft Office, databases and standard office equipment.
• Knowledge of budget administration and accounts payable.
• Detail oriented, ability to multi-task, and excellent organizational skills required
• Ability to work in a fast-paced environment with multiple demands, tight deadlines, and varied work assignments with minimal supervision.
• Proven ability working with internal and external stakeholders.
• Effective and flexible verbal and written communication skills required.
• High level of professionalism with ability to handle sensitive and confidential information.

• 8 years of related administrative experience required.
• Requires demonstrated proficiency in computer skills using Microsoft Office, databases and standard office equipment

• Strong organizational skills with the ability to manage competing priorities, anticipate needs, follow through on commitments, and support multiple executives or work streams. Experience preparing invoices for processing, preparing and reconciling monthly credit card expenses, preparing and submitting expense reports, tracking budget…