Executive Support Associate (6A.24) - American States Water Company

Through its wholly owned subsidiaries, American States Utility Services, Inc. contracts with the federal government to provide water and wastewater services that include operating, maintaining, renewing, replacing, and constructing new systems on military installations throughout the United States. The installations where we presently operate are home to nearly 350,000 military and civilian personnel and families.

We proudly deliver these vital services to military installations in Maryland, North Carolina, South Carolina, Texas (including southeastern New Mexico), Virginia, Florida, Kansas, and Massachusetts.

Serving those who serve.

United States Veterans, Reservists, National Guard Members, and Military Spouses encouraged to apply.

POSITION DEFINITION:

The Associate provides high-level administrative supportfor top executives of the organization, to include, taking minutes, preparing correspondence, planning and scheduling meetings and appointments, receiving visitors, arranging conference calls, organizing and maintaining paper and electronic file, managing executive calendars, organizing travel arrangements, and disseminating information by using the telephone, mail services, Web sites, and e-mail. The Associate routinely handles sensitive information requests.

JOB SUMMARY:

Under general supervision, the Associate performs a variety of complex duties often of a sensitive and confidential nature in support of executive routine activities. These include, but not limited to, processing expense reports, time-sheets, preparing budgetary and other general business related reports and/or presentations, maintaining databases, mailing lists, and other filing systems.  Word processing, writing, and communication skills are essential for the Associate, including knowledge of software applications, such as desktop publishing, project management, spreadsheets, and database management.

The Associate interfaces with various internal departments and must work exceptionally well with employees of all levels. The person in this position is responsible for embracing and utilizing available technology as communication and data gathering tools in performing routine and complex administrative duties for the executive management team.

ACCOUNTABILITY:

As a skilled employee and responsible professional, the incumbent must work independently, exercise initiative and judgment in the performance of a broad range of administrative support responsibilities in an environment of routinely sensitive and confidential issues. Therefore, the employee must have strong organizational and interpersonal skills to deal effectively with all levels of the company’s management staff, visitors and vendors. 

KEY COMPETENCIES:

The Associate must be proficient in typing and good at spelling, punctuation, grammar, and oral communication. Employers also look for good customer service and interpersonal skills because executive support associates must be tactful in their dealings with people. Discretion, good judgment, organizational or management ability, initiative, and the ability to work independently are especially important for the person in this position.

BUSINESS ACUMEN SKILLS AND COMPETENCIES:

·         Communicates and interacts with internal customers and external vendors in response to inquiries regarding department and any other correspondence. 

·         Opens, sorts, and screens mail and other communication. 

·         Answers telephone, screens calls, relays messages and greets office visitors.

·         Compiles and organizes information relating to complex reports and special projects; variety of sources; researches confidential files to obtain information necessary for the respective reports

·         Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format information and data for reports.

·         Maintains and coordinates office schedules to ensure arrangements are made for various meetings, workshops and activities. 

·         Makes travel and accommodation arrangements as needed.

·         Coordinates special projects and events, office activities and committee meetings.

·         Receives, processes, and/or maintains various confidential records, files requiring classification and compilation of varied information (i.e.: department files, confidential files, budgets, reports, personnel, including sick and vacation records and employee transcripts)

·         Coordinates office supplies orders, equipment, and/or inventories; may receive merchandise and verify orders against purchase orders.   

·         Operates office equipment such as photocopier, fax machine, and calculator; coordinates the servicing of equipment.

·         Works under general supervision

·         Other duties as assigned

Technical Knowledge and Experience:

·         Skilled at setting priorities and the ability to work independently and resourcefully against deadlines. 

·         Successful in a fast-paced environment.

·         Must have excellent interpersonal communication skills. Demonstrated ability to protect confidential information and maintain positive working relationships with diverse employee groups and external customers

·         Strong computer skills in Microsoft Word, Excel, PowerPoint, and Access including calendar software.

·         Proficient with computerized office equipment, including demonstrated knowledge of word processing, graphics, and spreadsheet applications

·         Knowledge, skill, and experience in composing, editing, and preparing correspondence addressing complex issues. 

·         Detailed oriented with strong organizational skills.

MINIMUM QUALIFICATIONS

Education and Required Experience:

·         Associate Degree and three years related administrative experience OR High School Diploma with four years’ administrative experience; two years’ experience with Executives preferred.

Qualities of a Successful Executive Support Associate:

·         Trustworthy; strong personal integrity

·         Demonstrates strong levels of accountability and ownership

·         Strong written and verbal communication skills

·         Solid presentation skills

·         Collaborative/Team oriented

·         Exhibits professionalism with internal and external contacts

·         Organized with strong attention to detail and time management skills

·         High degree of initiative; self-starter

May include but not limited to standing, climbing, walking, lifting, bending, pulling and/or pushing, grasping, reaching, stooping and crouching, sitting, typing, walking, reading, writing, color determination, speaking and listening for extended periods of time.

BENEFITS

Our Company supports our employees with rich benefit programs and resources to help them thrive today and prepare for tomorrow.  Benefit options include medical, dental, and vision plans with the Company currently paying 85% of the monthly premium for employees and their eligible dependents.  We also offer paid vacation and sick time and twelve Company paid holidays per year.  To help our employees plan for the future, we offer both a 401(k) retirement plan as well as a Defined Contribution Profit Sharing retirement plan.  Additional benefits include life, AD&D, and LTD insurance as well as health savings account and flexible spending plans.

COMPENSATION INFORMATION

The compensation range provided is in compliance with state specific laws.  Multiple factors are used to determine the actual starting rate of pay for all of our positions, including specific skills, years of experience, education, certification(s), and other job related factors.

U.S. Citizenship is required pursuant to our contract with the federal government.

The responsibilities of this position will involve access to information that may be considered confidential, private and sensitive. Therefore, the individual filling this position will be required to both allow and pass a background check.

NOTE: Reasonable accommodations will be made to enable individuals with special needs to perform the essential functions.