Executive Assistant

POSITION SUMMARY: This position will enhance the effectiveness of NuScale’s Accounting and Finance leadership team teams by providing information management support and representing them internally within the company and with external contacts. This individual will work independently performing a wide range of administrative duties which will require excellent communication and multi-tasking skills.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• On behalf of the executives, proactively manage email to capture all actions requiring attention and follow-up.  Anticipate calendar by ensuring readiness for all meetings/calls along with tracking any action items. 
• Communicate on behalf of the office of the executives providing the hub for the department and be the go to person for all questions and inquiries.
• Coordinate industry event participation (conference registrations, travel & logistics, track speaking/panel participation, provide any presentation, bio or photo materials needed).
• Ensure company policy compliance is being met on behalf of executives and team being supported (time keeping, training, action tracking system, condition reporting process, personnel documents).
• Draft communications sent out on behalf of the executive.
• Coordinate executive visits between various NuScale offices (scheduling space, communicate visit dates/objectives, clearance of any outside attendees per visitor policy).
• Perform complex, sensitive and high-level administrative functions including preparing confidential correspondence, memos, forms and documents.
• Maintain various databases and spreadsheet files as needed or requested by the executive team.
• Onsite and offsite event and meeting management; prepare PowerPoint presentations, draft agendas, order needed catering, coordinate distribution of meeting materials to appropriate individuals and any other needed logistics.
• Office management functions for small DC office (interface with facilities management, maintaining supplies, FedEx/shipments, etc.)
• The ability to identify emergent items that need to be brought to the attention of the executive and work to provide a solution/resolution to help in quick resolution of the issue.
• Arrange complex travel itineraries obtain visas and passports; manage executive expense reimbursement for both domestic and international travels.
• Maintains a high level of confidentiality.
• Performs other duties as assigned.

CORE COMPETENCIES: To perform the job successfully, the individual should demonstrate competencies in performing the essential functions of this position by performing satisfactorily in each of these competencies. 

• Problem solving: Identifies and resolves problems in a timely manner, gathers and reviews information appropriately.  Uses own judgment and acts independently; seeks input from other team members as appropriate for complex or sensitive situations.
• Oral/written communication: Listens carefully and speaks clearly and professionally in all situations. Edits work for accuracy and clarity, Is able to create, read and interpret complex written information.  Ability to develop strong interpersonal networks within the organization. 
• Planning/organizing: Prioritizes and plans work activities, organizes personal and project timelines and deadlines, tracks project timelines and deadlines, and uses time efficiently.
• Adaptability: Adapts to changes in the work environment, manages competing demands and is able to deal with frequent interruptions, changes, delays, or unexpected events.
• Dependability: Consistently on time and at work, responds to management expectations and solicits feedback to improve performance.
• Safety and security: Observes safety and security procedures and uses equipment and materials properly.
• Quality Assurance: Demonstrated understanding and implementation of quality assurance regulations, standards and guidelines of 10 CFR 50 Appendix B, 10 CFR 21, and NQA-1.

MINIMUM SKILLS, QUALIFICATIONS AND ABILITIES:

• Education: A minimum of an Associate’s degree or equivalent office experience; Bachelor’s degree preferred
• Experience: A minimum of seven years executive administrator experience required. Working for a professional services organization or energy industry experience required. Must be proficient with MS office suite programs.  
• Industry Requirements:  Eligible to work under Department of Energy 10 CFR Part 810.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to understand and communicate clearly using a phone, personal interaction, and computers.
• Ability to learn new job functions and comprehend and understand new concepts quickly and apply them accurately in a rapidly evolving environment.
• The employee frequently is required; to sit and stand; walk; bend, use hands to operate office equipment; and reach with hands and arms.  
• Ability to travel locally using common forms of transportation. 

Disclaimer: Employee(s) must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately without causing significant safety threat to self or others.  The above statements are intended to describe the general nature and level of work being performed by employee(s) assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skills required of all employees in this classification.