Executive Assistant to Global or Multiple Band B

$71,000 - $84,000/Yr

National Grid - Melville, NY

Full-time - Entry Level

Melville, NY

Utilities

About the position

National Grid is hiring an Executive Assistant for NY Gas, a role that can be based out of Melville, Brooklyn, or Albany, NY. This position is crucial in providing comprehensive support to senior employees, particularly the Vice President, by managing a wide range of tasks that facilitate both project-based and day-to-day activities. The Executive Assistant will play a key role in ensuring that the Vice President's schedule is organized and efficient, allowing them to focus on strategic initiatives and leadership responsibilities. The Executive Assistant will be responsible for effectively managing the Vice President's demanding calendar, which includes scheduling meetings, workshops, and appointments. This requires prioritizing functions and ensuring that all engagements are executed seamlessly. Additionally, the role involves planning and coordinating travel arrangements, both domestic and international, while adhering to company policies and securing the most economical rates. In this position, the Executive Assistant will also assist in coordinating critical staff conferences and business meetings, ensuring that logistics are handled both onsite and offsite. Budget management is essential, as the assistant must ensure that costs remain within budget and that cost-effective solutions are identified. Acting as a liaison with project team members is another key responsibility, ensuring that resources and materials are available to meet project milestones. The Executive Assistant will support onboarding and hiring activities, manage expense reports for the Vice President, and monitor their email to keep them informed of important messages. This role requires close collaboration with the Vice President to understand their priorities and commitments, allowing the assistant to be proactive in providing support. The position also involves coordinating with other departments and managing day-to-day administrative tasks, fostering relationships with other Executive Assistants within the organization. Ordering supplies and providing additional support as needed are also part of the role.

Responsibilities

• Carry out specific tasks in line with clear procedures and working practices to support the Vice President.
• Effectively manage the Vice President's demanding calendar for meetings, workshops, and appointments, prioritizing functions and ensuring seamless execution.
• Plan and coordinate travel arrangements (domestic/international) using Concur, ensuring compliance with company policies and securing economical rates.
• Assist in the coordination of critical staff conferences and business meetings, ensuring logistics are managed both onsite and offsite within budget.
• Act as a liaison with relevant project team members to ensure resources and materials are available to meet project milestones.
• Support functional onboarding and hiring activities.
• Ensure the Vice President's expense reports are submitted accurately and on time, reviewing and approving reports for the team in a timely manner.
• Monitor the Vice President's email and keep them apprised of important messages, forwarding items for action as necessary.
• Work closely with the Vice President to understand their priorities and commitments, providing proactive support.
• Coordinate with other departments on day-to-day administrative and operational tasks, building relationships with other Executive Assistants in the organization.
• Order supplies for the team as needed.
• Provide support and assistance in other lines of business as required.

Requirements

• Associates Degree preferred and 4+ years of Executive Assistant experience.
• Intermediate proficiency in Microsoft Applications: Office 365, Outlook, Word, Excel, and PowerPoint.
• Experience handling highly confidential and sensitive information with discretion.
• Experience drafting routine correspondence and organizing/maintaining files.
• Excellent written and verbal communication skills with the ability to communicate effectively and courteously.
• Possess excellent planning and organization skills with the ability to handle multiple projects with changing and competing priorities.

Benefits

• Salary range of $71,000 - $84,000 a year
• Career path with advancement opportunities within and across bands as experience and expertise develop.