Description

This job posting is to fill a full-time, non-Civil Service (at-will) position. You need to clearly exhibit on your resume that you have the necessary knowledge, skills, and experience outlined in the minimum qualifications provided in this posting.

Please Note: A cover letter is required as part of this application process.

This Executive Assistant will serve in a lead administrative support role for one or more of SMUD's executives, and serve on a team of Executive Assistants providing support to the work and strategic priorities of the Executive Office. The position reports to the Manager, Executive Office.

This challenging role will be rewarding to someone who:

• Has a proven track record of success supporting multiple senior leaders/executives, including a high volume of complex scheduling.
  Is extremely organized, detail-oriented, and enjoys bringing order and structure to the demanding schedules and needs of executives.
• Can gain a deep understanding of executive priorities, be proactive to identify and solve problems, manage competing priorities, and remain calm under pressure.
• Enjoys working independently and self-directing work, and also collaborating with a team on shared goals. Possesses strong customer service skills, is highly responsive, and acts with urgency to execute time-sensitive work.
• Has excellent communication and interpersonal skills, including ability to communicate on behalf of executives with tact and professionalism.
• Can effectively prioritize tasks and manage time in a busy environment.
• Is community minded and driven to support positive impact through their interactions with community partners. 
• Brings a positive attitude to work each day.
   

The successful candidate will join SMUD’s strong culture of collaboration, innovation, and community service. In addition to meaningful work supporting SMUD’s 2030 Clean Energy Vision, this position offers excellent benefits, including free covered parking on site, EV charging (parking) and CalPERS retirement benefits.

Purpose
Performs complex and highly responsible administrative support and scheduling duties related to the activities and operations of the SMUD Executive Office.

Nature and Scope
This is an advanced journey level classification administrative support role. Employees in this classification work independently within a broad framework of policies and procedures. This job requires extensive staff, public, and organization contact requiring a high degree of tact, diplomacy, confidentiality, and independent judgment.

Duties and Responsibilities

• Provides administrative, analytical, and technical support to assigned executive staff. Researches, drafts, and prepares various written materials including correspondence, memoranda, draft and final versions of departmental directives or procedures, and reports.
• Provides general administrative support by preparing and maintaining calendars, including the scheduling of appointments and meetings. Coordinates meeting room and material set-up, including audio-visual and catering requirements. Negotiates contracts for outside facilities.
• Prepares and ensures accuracy of departmental administrative and analytical information in presentation format to ensure that SMUD reporting is accurate and timely; prepares oral and written presentation materials to present business cases, results of studies, reports of department planning, budget status, and related reports.
• Plans, coordinates and prepares for Board Committee meetings. Ensures all Board Committee deadlines are met. Edits Board Committee packets for accuracy and includes relevant board policies and reports prior to distribution.
• Coordinates activities with, and serves as liaison to, the Human Resources, Diversity and Inclusion department. Ensures completion of all documents, reviews and reports. Follows delegation of authority to approve various documents and processes on behalf of executives, including travel, events, and projects.
• Acts as liaison between the Executive team and staff, outside agencies, vendors, contractors, customers, and others. Screens telephone calls and mail, disseminates information from executives, handles complaints, initiates and tracks action items and, follows up on actions to be taken.
• Supports the overall achievement and completion of department projects; assists in planning, reviewing and conducting work activities and researching required project information associated with department internal/external projects in accordance with established task objectives and schedule as outlined in the project plan/contract.
• Provides back up to other Executive Assistants and Manager, Executive Office, when necessary.
• Performs other duties as required.

Requirements

Required Education

• High School diploma or equivalent

Required Experience Qualifications

• Three or more (3+) years in an administrative position supporting a senior leader and/or executive.

Knowledge Of
Principles and practices of administrative and/or technical area to which assigned. Principles and practices of intermediate analytical research and project coordination. Modern office equipment, methods, procedures, and computer hardware and software. Techniques and principles of effective interpersonal communication. Principles and methods of business letter and report writing. Principles and practices of workplace safety. Pertinent local, State and Federal laws, codes, ordinances, policies, rules and regulations. General functions and objectives of municipal government. Research methods and techniques. Computer software, including word processing, data base, spreadsheet and accounting applications

Skills To
Handle confidential information appropriately, identify sensitive issues and exercise diplomacy and tact. Communicate effectively, tactfully and clearly in writing and verbally. Perform a wide range of highly responsible and complex administrative support functions with speed and accuracy. Conduct detailed and thorough research utilizing a variety resources. Interpret and apply policies, procedures, standards and requirements. Read and understand complex and/or technical data. Compile and prepare technical, statistical, and/or analytical reports and presentations. Analyze problems, situations or documents and make recommendations for resolution. Interpret, clarify, understand, and analyze verbal/written information and ideas. Work cooperatively with diverse personalities in a team-oriented environment. Utilize applicable hardware, software and business office equipment. Handle confidential information appropriately, identify sensitive issues and exercise diplomacy and tact. Communicate effectively, tactfully and clearly in writing and verbally. Perform a wide range of highly responsible and complex administrative support functions with speed and accuracy. Conduct detailed and thorough research utilizing a variety resources. Interpret and apply policies, procedures, standards and requirements. Read and understand complex and/or technical data. Compile and prepare technical, statistical, and/or analytical reports and presentations. Analyze problems, situations or documents and make recommendations for resolution. Interpret, clarify, understand, and analyze verbal/written information and ideas. Work cooperatively with diverse personalities in a team-oriented environment. Utilize applicable hardware, software and business office equipment

Desirable Qualifications

• At least five (5+) years' experience in administrative role(s) supporting multiple senior leaders/executives.
• Highly skilled using and troubleshooting Microsoft programs, including Outlook, Word, Excel, PowerPoint and SharePoint.
• Associate degree in Business, Communications, or related field, or comparable work experience.

Physical Requirements
Applicants must be able to perform the essential job functions with or without a reasonable accommodation.

Sacramento Municipal Utility District (SMUD) - Who We Are

As the nation's sixth-largest community-owned electric service provider, we're proud of our reputation as one of the best places to work in Sacramento. Our employees tell us in our engagement surveys they're "Happy, satisfied and engaged" which helps create a workplace that best serves our customers. Sacramento was named as the 2nd happiest place to work in America by Forbes Magazine. Lake Tahoe, San Francisco and the world-renowned Napa Valley are within easy driving distance of our locations.

Our Commitment to Diversity & Inclusion

SMUD celebrates diversity, and inspires an inclusive culture based on trust and respect to create belonging and connection among our employees, customers, and communities. By working together, we are powering positive, equitable opportunities for all. We aspire to be a workplace where you can be yourself, achieve your best, and thrive together. 

An example of our commitment to Diversity, Equity, Inclusion, and Belonging is when SMUD signed the California Equal Pay Pledge in 2020. This requires equal pay for employees who perform “substantially similar work,” when viewed as a composite of skill, effort, and responsibility at the time those employees started within that classification.  As such, initial hiring salary range is not subject to negotiation and salaries will vary over time based on performance.

SMUD is proud to be an equal opportunity employer. We do not discriminate in employment decisions on the basis of race, color, religion, gender (including pregnancy), national origin, political affiliation, sexual orientation, gender identity or expression, marital status, disability, genetic information, age, veteran status, or any other applicable legally protected characteristic. All employment decisions are made on the basis of individual qualifications, merit, and business needs and interests.

Why Sacramento, California?

The capitol of California, Sacramento is the state's sixth-largest city, and the 35th largest in the U.S. Local universities include California State University, University of the Pacific's McGeorge School of Law, and the University of California, Davis and several competitive community colleges. The UC Davis Medical Center, a world-renowned research hospital, is one of more than a dozen hospitals and shared services centers in the Sacramento region. Part of the agriculturally-rich Central Valley, Sacramento is at the forefront of the farm-to-fork food movement. Northern California is home to some of the country's top technology companies, including Google and LinkedIn, and a multitude of startups in many industries. Sacramento is home to the NBA Kings, the River Cats (AAA baseball), the Republic FC (soccer) and the San Francisco Giants, NBA Warriors and NFL 49er's aren't far away. Sacramento offers an affluent liberal arts community with Broadway, Mondavi Center, Crocker Museum and summer musical theater to name a few.

Hybrid Work

This position may be eligible for SMUD's remote work employee benefit, the schedule of which will be determined by the successful candidate and the Hiring Manager. SMUD takes pride in powering the Sacramento region community where we live and work. We value the strong working relationships we develop with our colleagues. Our approach to remote work will continue to evolve. Please be aware that should SMUD’s business needs change, emergencies occur, or various other reasons arise, you may be required to report onsite on a part-time or full-time basis.

CalPERS

SMUD is a CalPERS agency. As a member of the California Public Employees’ Retirement System (CalPERS), SMUD offers eligible employees access to a defined benefit pension plan along with other valuable retirement and health benefits. This program helps provide financial security both during your career and after retirement. To learn more about CalPERS and the benefits it offers, please visit www.calpers.ca.gov.

We recommend you create a SMUD Candidate account through our SMUD Careers page, upload your resume and cover letter to be considered for this and other open position.