Executive Assistant

Executive Assistant

Scope of Work for DWPF/SS Engineering Administrative Assistant

• Provide general administrative support to Facility Engineering Manager and Deputy Facility Engineering Manager
• Maintaining schedule/calendars
• Setting up meetings
• Tracking of time critical assignments
• Tracking of completion of routines
• Answering phones/taking messages
• Formatting of Word, Excel, PowerPoint and other documents
• Distribution of communications
• Administrative support (backup) to Facility management
• Act in capacity of Facility Operations Safety Committee (FOSC) secretary
• Schedule FOSC meetings
• Take and document minutes of FOSC meetings
• Distribute FOSC minutes
• Tracking of FOSC action items
• Ordering and maintaining of office supplies, materials, etc.
• Authentication of documents in SmartPlant Foundation
• Tracking of documents for engineering manager approval
• Tracking and updating of Plan of the Week (POW) schedule activities for engineering
• Tracking and updating of STAR and other assignments for Management Review Board (MRB)
• Design (DCF/DCP) queries for impact reviews, construction estimates, incorporation request, Davis-Bacon calls, etc.)
• Savannah River National Labs (SRNL) interface for coordination of report reviews, approval, status updates, distribution, etc.
• Incorporation of amendments for system design description (SDD) documents.
• Creating STAR items for tracking of critical engineering activities.
• Assisting with assembly/formatting of annual system health reports and other trending/tracking of system health items as needed.
• Organizational chart updates
• Maintain system matrix current per updates from managers.
• Copier key operator.
• Other duties as determined by Facility Engineering Manager or Deputy.
• The Engineering Administrative Assistant will be assigned to shift 32 (4 x 10 hr Mon Thu). Initial job duration is 1 year from 3/1/2023 2/29/2024. The Admin Assistant will be expected to work on-site but is eligible for situational telework contingent on work performance and facility need.

Duties: Provides a variety of administrative, technical, and staff support services to an organizational unit. Support the control and implementation of organizational objectives. Assist with the development and implementation of projects, programs, and/or processes specific to the operating unit served. May serve as liaison with others regarding activities related to objectives, planning and analysis of issues. Follow safety and security procedures. Major Responsibilities: Perform, as a generalist, a variety of administrative and technical functions in the organizational unit by supporting/assisting administrative, technical, and/or management personnel.

• General office duties as required by Liquid Waste supervision.
• Manage online calendar schedule for managers.
• Prepare documents so that they can be scanned into the Document Control (EDWS) system and maintain records.
• Responsible for ordering office supplies using Puridiom and maintains adequate supplies for management team and support teams.
• Gather information and prepare weekly, monthly reports and presentations and distribute accordingly.
• Review and answer correspondence promptly and accurately. Must have the ability to compile, store and retrieve management data, using computer.
• Organize and proofread documents and emails.
• Assist with drafting and distributing Facility wide communications.
• Proficient with Microsoft Word, Excel, Power Point, Microsoft Teams, and File Maker Pro, Software Applications.
• Establish and maintain filing system.
• Communicate problems to supervision.
• Operate copiers, scanners, printers, and other office equipment required to perform assignments.
• Perform clerical functions such as take dictation, transcribe, compile/arrange and type a variety of interoffice memoranda, letters, reports and other business correspondence.
• Answer telephone, take messages, relay or record information received and distribute accordingly.
• Other duties as assigned by management.

Qualifications

Required Qualifications:

• U.S. Citizen
• Must pass SRS drug and alcohol screening and have had no previous record of drug or alcohol-related convictions.

Education: College Degree Preferred (B.S/B.A) High School Diploma or equivalent.

Experience/Skills:

• Five years practical experience in a technical, business or administrative area
• Ability to handle multiple priorities while meeting deadlines
• Computer Skills to include Excel, Microsoft Word, Microsoft Teams, Filemaker Pro, experience with Asset Suite, Puridiom, and EDWS preferred.
• Good oral and written communication skills
• Ability to work with different levels of management to achieve desired results.

Work Hours: A 40-hour work week is scheduled. SRS utilizes various work schedules; including 5/8s (8 hours/day; fives days per week), 4/10s (10 hours/day; four days per week), a 9/80s (9 hours/day, fives days on Week A and 4 days on Week B), or shift schedules. Work week excludes SRS holidays. Each workday has a 30-minute lunch. Normal work location for this position will be an office building.

Area Security Access: A security clearance is not required.

Additional Information

CORE COMPETENCIES

• Teamwork ability to foster teamwork collaboratively as a participant, and effectively as a team leader
• Leadership ability to guide and lead colleagues on projects and initiatives
• Business Acumen understanding and insight into how organizations perform, including business processes, data, systems, and people
• Communication ability to effectively communicate to stakeholders of all levels orally and in writing
• Motivation persistent in pursuit of quality and optimal client and company solutions
• Agility ability to quickly understand and transition between different projects, concepts, initiatives, or work streams
• Judgment exercises prudence and insight in decision-making process while mindful of other stakeholders and long-term ramifications
• Organization ability to manage projects and activity, and prioritize tasks

OTHER REQUIREMENTS

• Business Tools understanding and proficiency with business tools and technology, including Microsoft Office. The ideal candidate is advanced with Excel, Access, Outlook, PowerPoint and Word, and proficient with Adobe Acrobat, data analytic tools, and Visio with the ability to quickly learn other tools as necessary.
• Commitment - to work with smart, interesting people with diverse backgrounds to solve the biggest challenges across private, public and social sectors
• Curiosity the ideal candidate exhibits an inquisitive nature and the ability to question the status quo among a community of people they enjoy and teams that work well together
• Humility exhibits grace in success and failure while doing meaningful work where skills have impact and make a difference
• Willingness - to constantly learn, share, and grow and to view the world as their classroom

BENEFITS AND HIGHLIGHTS

At ProSidian, we invest in our employees to help them stay healthy and achieve work-life balance. Our team members receive a comprehensive benefits package that includes Competitive Compensation, Group Health Insurance Health Benefits, 401(k) Retirement Savings Plan Contributions, Vacation and Paid Time off (PTO) Benefits, Pre-Tax Payment Programs, Purchasing Discounts & Savings Plans, a ProSidian Employee & Contractor Referral Bonus Program, Performance Incentives, etc. Our comprehensive benefits package includes a medical, dental and vision plan. Our growing list of benefits currently include the following:

• Competitive Compensation: Pay range begins in the competitive ranges with full Gold Level (Tier 1) Group Medical Benefits, Pretax Employee Benefit Plan, plus performance incentives
• Group Health Insurance Health Benefits: Group Health Insurance Including Medical, Dental And Vision Insurance: Contributions are deducted from pay on a Pretax basis - Employee and family coverage is available with