Executive Assistant

OUC - The Reliable One, an industry leader and the second largest municipal utility in Florida committed to serving the community and the environment, is presently seeking an Executive Assistant to join the Employee Experience division.

We are looking for a self-starter, collaborative, highly skilled administrative professional to support the Chief of Employee Experience executive, handling office-management duties and performing complex and highly confidential administrative tasks within the Human Resources division.

In this role, you will manage the executive calendar/meetings, travel, event planning, and scheduling, assist in preparing regularly scheduled reports, oversee department vendors contracts, invoices approvals, department weekly payroll, draft memos and executive reports, and prepare communications and briefs. Provide support and guidance to department leaders supporting multiple and changing priorities in a fast-paced environment.

OUC’s mission is to provide exceptional value to our customers and community by delivering sustainable and reliable services and solutions. Click here to learn more about what we do.

The ideal candidate will have:

• Associates Degree in Business, Office Administration or related field of study from an accredited college or university; Two (2) years of additional experience (as described below) may replace each year short of the education requirement.
• Minimum of five (5) years of increasingly responsible administrative experience
• Minimum of one (1) year of experience supporting business operations in Human Resources and/or business process improvement initiatives, preferred
• Knowledgeable in Human Resources practices
• High reliability٫ discretion, and confidentiality
• Extremely proficient with all Microsoft Office Suite or similar software with the ability to learn new or updated software
• Extensive knowledge of office administration, clerical procedures, reporting and recordkeeping.
• Self-starter
• Excellent interpersonal and communication skills, both verbal and written
• Remarkable customer service skills and aptitude
• Exceptional organizational skills and attention to detail
• Ability to work in fast-paced and high-pressure environments
• Excellent time management skills with a proven ability to meet deadlines
• Good critical thinking and decision-making

OUC offers a very competitive compensation and benefits package. Our Total Rewards package includes, to cite a few:

• Competitive compensation
• Low-cost medical, dental, and vision benefits and paid life insurance premiums with no probationary period. Retirement benefits include a cash balance account with employer matching along with a health reimbursement account
• Paid vacation, holidays, and sick time
• Educational and Professional assistance programs; Paid Memberships in Professional Associations
• Access to workout facilities at each location
• Paid Conference and Training Opportunities
• Free downtown parking
• Hybrid work schedule

Click here to view our Benefits Summary.

Salary Range: $27.64 - $34.55 ($57,491.20 - $71,864 annually- Commensurate on experience)

Location: “The Greenest Building in Downtown”- Reliable Plaza, 100 W. Anderson St., Orlando, FL 32801

Please see below a complete Job description for this position.

Job Purpose:

Responsible for providing administrative support for a Chief of Employee Experience Officer and Business Unit (BU) while performing complex and confidential administrative duties as they relate to the various divisions within the BU. May also be responsible for preparing and/or analyzing moderate to complex reports, preparing presentations, reviewing BU practices, policies and procedures, and making recommendations to management.

Primary Functions:

• Provide administrative support for the BU, including, but not limited to, responsibility for the completion and accuracy of documents, composition of routine correspondence, reading and routing mail, answering and forwarding calls, and addressing customers’ needs and inquiries;
• Provide support to the Chief of Employee Experience Officer with travel arrangements, calendar management, appointment/event planning and scheduling, and credit card billing and transactions;
• Compile and assist in the preparation and review of presentations, financial reports, records, minutes, copies of correspondence or other printed material;
• Take meeting notes and independently follow up on action items from the meetings;
• Work with BU personnel to review contracts/agreements; provide support and tracking of purchasing activities related to document flow of approved documents, including bid proposals, contracts, agenda items, etc.; proofread contracts and prepare agenda Items;
• Track purchase orders and advise on status to ensure BU funding requirements are met;
• Analyze, review, and recommend process improvements to BU management;
• Review invoices and advise business unit management of any adjustments for billing purposes; process invoices for billing of customers and vendors.
• Interpret a variety of data and convert into complex spreadsheets for analysis;
• Work on budget items under the direction of the Chief of Employee Experience Officer; identify, research, and explain budget variances;
• Provide support to committees and project teams related to the BU;
• Maintain highly confidential and sensitive information in the BU or department;
• Keep office supplies inventory and order supplies as needed;
• Perform other duties as assigned.

Technical Requirements:

• Working knowledge of all, but not limited to, the following:
  • General office administration and management principles and practices;
• Familiarity with all of, but not limited to, the following:
  • Budgeting and purchasing principles and processes (purchase orders and order requisitions);
  • Software applications (i.e. JD Edwards EnterpriseOne, Chrome River, Tungsten Network, Documentum, Insight [console])
  • Related industry, organizational and departmental policies, practices, and procedures; legal guidelines, ordinances, and laws;
• Strong organizational and work coordination skills;
• Flexible in a fast-paced environment and able to adjust to multiple and changing priorities;
• Exercise independent judgment, prioritization, and planning in daily activities;
• Strong communication skills, both verbal and written;
• Ability to:
  • Review and analyze work processes and BU data, and recommend process improvements;
  • Understand and apply governmental accounting practices in maintenance of financial records;
  • Effectively work with a variety of people at all levels of the organization;
  • Type 50 correct words per minute;
  • Accurately take meeting notes;
  • Make arithmetic computations using whole numbers, fractions and decimals, rates, ratios and percentages;
  • Use Microsoft Office Suite (Word, Outlook, Excel, etc.) and standard office equipment (computer, telephone, copier, etc.);

Education/ Certification/ Years of Experience Requirements:

• Associates Degree in Business, Office Administration or related field of study from an accredited college or university; Two (2) years of additional experience (as described below) may replace each year short of the education requirement
• Minimum of five (5) years of increasingly responsible secretarial/administrative experience
• Minimum of one (1) year of experience supporting business operations in the area of assignment and/or business process improvement initiatives, preferred
• Certified Administrative Professional (CAP) or equivalent certification, preferred
• Florida public notary license preferred

Working Conditions:

This job is absent of disagreeable working conditions. This job is performed in an office work environment.

Physical Requirements:

This job consists of constant or very frequent speaking, hearing, reading, writing, typing, sitting, and repetitive motions. This job may occasionally consist of driving a company vehicle, reaching over head, and climbing (ladders, stairs, hills, etc.).

OUC–The Reliable One is an Equal Opportunity Employer who is committed through responsible management policies to recruit, hire, promote, train, transfer, compensate, and administer all other personnel actions without regard to race, color, ethnicity, national origin, age, religion, disability, marital status, gender, sexual orientation, gender identity or expression, genetic information and any other factor prohibited under applicable federal, state, and local civil rights laws, rules, and regulations.

EOE M/F/Vets/Disabled

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