Executive Assistant - Orlando Utilities Commission : Job Details

OUC - The Reliable One is presently seeking a Executive Assistant to join the Information Technology division. At OUC, we don't just work - we're building a bright future of innovation and transformation for future generations.

This role of supporting the Vice President and Digital & Technology leadership team is team-oriented in a fast-paced environment, including extensive scheduling and complex calendar management; partnership, and collaboration with multiple business units and administrative teams internal to D&T and across the Commission. This is a high-volume desk, with most days requiring in-person office hours.

OUC is an industry leader and the second largest municipal utility in Florida committed to innovation, sustainability, and our community. OUC's mission is to provide exceptional value to our customers and community by delivering sustainable and reliable services and solutions.

Join a team of visionary Change Agents, Strategists, and Community Ambassadors who understand the vital role of diverse experiences in powering creativity and industry transformation. At OUC, each position contributes to the success and achievement of our goals. Click here to learn more about what we do.

The ideal candidate will have:

* Associate 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 (required)

* Minimum of one (1) year of experience supporting business operations in the area of assignment and/or business process improvement initiatives (preferred)

* Experience in strategic planning and development

* Proficient in managing multiple schedules and calendaring

* Excellent communication and presentation skills

* Effective writing capabilities

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.

* OUC's Hybrid Retirement Program includes a fully-funded cash balance account, defined contribution with employer matching along with a health reimbursement account

* Generous paid vacation, holidays, and sick time

* Paid parental leave

* Educational Assistance Program, to include tuition reimbursement, paid memberships in professional associations, paid conference and training opportunities

* Wellness incentives and free access to all on-site OUC fitness facilities

* Access to family-oriented recreational areas

* Paid Conference and Training Opportunities

* Free downtown parking

Click here to view our Benefits Summary.

Salary Range: $27.64 - $34.55/ hour- commensurate with experience

Location: 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 an executive or senior leader 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 executive or senior leader 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 executive or senior leader; 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:

o General office administration and management principles and practices;

* Familiarity with all of, but not limited to, the following:

o Budgeting and purchasing principles and processes (purchase orders and order requisitions);

o Software applications (i.e. JD Edwards EnterpriseOne, Chrome River, Tungsten Network, Documentum, Insight [console])

o 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:

o Review and analyze work processes and BU data, and recommend process improvements;

o Understand and apply governmental accounting practices in maintenance of financial records;

o Effectively work with a variety of people at all levels of the organization;

o Type 50 correct words per minute;

o Accurately take meeting notes;

o Make arithmetic computations using whole numbers, fractions and decimals, rates, ratios and percentages;

o 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