SMUD · 20 hours ago
Senior Management Administrative Assistant II
Sacramento County, CA
Full-time
Hybrid
Mid, Senior Level
3+ years expSMUD is seeking a Senior Management Administrative Assistant II to provide high-level executive support to the Director of People Services and Strategies. This role involves managing complex schedules, facilitating communication with diverse audiences, and overseeing special projects to enhance department efficiency.
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Responsibilities
Provides administrative, analytical, and technical support to assigned department/director. Research, 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
Enhances department efficiency through consistently informing management of changes to SMUD policies, regulations and programs. Prepares and ensures accuracy of departmental administrative and analytical information in reports and/or presentation format to ensure that the information is accurate and appropriate for the intended audience
Provides support in budget preparation and administration to ensure the department operates within budget and complies with SMUD policies, procedures, and quality standards
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
Ensure Director is prepared for and follows-up on action items from executive and peer team meetings
Strategically manage leaders' time, including scheduling, balancing meeting purpose with strategic priorities, scheduling and planning meetings to maintain a focus on the highest priority deliverables from a strategic and people perspective
Stay informed of and keep department management team focused on the top priorities, and ensure management is communicating when priorities are changing; assist in strategic planning activities with leaders and help leaders direct their focus in order to make the most of the limited and valuable resources and time
Performs studies of work or business processes; coordinates review and approval of internal control documents by department and SMUD entities; negotiates changes in or commitments to business processes or agreements; makes recommendations for new or changes to existing programs or processes
Review and monitor operational/program metrics and communicates anomalies/progress to director/management team; build, maintain and share dashboards that lay out performance and information in a concise and clear format; facilitate a monthly priority and progress review with Director to support the strategic management of leader's time and focus on highest priority items
Support Director in building and maintaining staffing structure and efficiency throughout the department
Draft, gain input from appropriate subject matter experts, and send internal and external communications on behalf of Director; maintain email communications and ensure follow-up is timely and handled with appropriate prioritization
Oversee department contracts, ensure vendors are meeting service level agreements; determine if extensions or a new RFP is necessary to sustain business processes/needs
Build and maintain a collaborative mindset among department leaders; bring together important stakeholders (internal and external as applicable) and help drive decisions as needed; serve as a connector aware of every key project impacting the department and connect the dots across the department and business unit to stay abreast of actions needed
Act as a change agent for the department, listening and engaging in conversations with leadership and staff to influence outcomes and maintain momentum; maintain regular connection with management team and department employees through interpersonal relationships
Other duties as assigned
Qualification
Required
High School diploma or equivalent
Three or more (3+) years supporting senior management performing complex administrative work, including interpreting and communicating rules & regulations, report writing, and research and analysis. Bachelor's degree in business administration, communication or related field may substitute for one year of experience
Principles and practices of administrative and/or technical area to which assigned; principles and practices of intermediate analytical research and project coordination; principles of effective communication; principles and methods of business letter and report writing; team building methods and principles; safe work practices; 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
Perform a wide range of highly responsible and complex administrative support functions with speed and accuracy; identify sensitive issues and exercise diplomacy and tact; collaborate and communicate effectively with internal staff and external public and private entities in writing and verbally; 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 take appropriate action; exercise good judgment in a diversity of situations; think strategically
Preferred
Experience handling and protecting confidential information with discretion and professionalism
Ability to apply and follow strict confidentiality protocols
Skilled in preparing, tracking, and finalizing complex and confidential board materials
Proven experience supporting senior leaders by managing calendars, travel, and meeting logistics
Strong judgment and ability to anticipate the Director's needs
Basic knowledge of HR laws and regulations (e.g., ADA, FMLA, EEO)
Familiarity with legal terminology and working with legal counsel
Experience coordinating high-priority HR communications and projects
Strong organizational skills with flexibility to manage competing priorities
Advanced skills with Microsoft Office and collaboration tools
Proactive in identifying and resolving technology issues
Excellent written and verbal communication skills
Professional demeanor with the ability to engage effectively at all levels
Ability to build and maintain positive relationships with stakeholders
Benefits
CalPERS
Defined benefit pension plan
Other valuable retirement and health benefits
Company
SMUD
SMUD provides electricity to Sacramento County, California.
1001-5000 employees
Funding
Current Stage
Late StageTotal Funding
$10MKey Investors
California Energy Commission
2024-07-23Grant· $10M
Leadership Team
P
Paul Lau
CEO
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