Executive Assistant - Legal Department

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Date: May 10, 2024

Location: PHOENIX, AZ, US, 85004-3903

Company: APS

Our present and future success depends on the creative and dedicated people of our company who demonstrate the principles outlined in the APS Promise: Design for Tomorrow, Empower Each Other and Succeed Together.

Summary

Executive Assistant - Legal Department - APS' Legal Department coordinates all administrative functions and provides multifaceted administrative support to an Officer level individual and Board of Directors.

What your day would be like:

You are responsible for:

Work independently with a high degree of professionalism and independent judgment.

Ensure adequate, clear, and personable communication and follow-up with internal and external customers while under pressure and with distractions.

Duties typically include: scheduling appointments, mail coordination, maintaining calendars, travel arrangements, meetings, etc.

Run and track projects and programs associated with senior management administrative support, accurately producing a variety of reports and presentations using the appropriate software for word processing, graphics and spreadsheets, preparing and/or updating functionally related reports and records, developing and/or participating in special projects.

Assist with sensitive research projects and must be able to handle confidential and sensitive material and information with the highest level of discretion and confidentiality.

*Employees in Flex roles are required to reside in Arizona (or NM for Four Corners-based employees). Role types are subject to change based on business need.

Although this position is considered a "flex role" (as described above), the individual in this role must be open to working in-office from time to time, and is based on the need of the business. Office location is in Phoenix, AZ (85004).

Minimum Requirements

Executive Assistant - Legal Department

High school graduate or GED and proficiency in advanced administrative duties requiring strong organizational skills and follow-up capabilities typically achieved in six (6) to eight (8) years of experience

OR equivalent combination of education and/or experience.

Completion of acceptable business or administrative training programs, as determined by hiring source as meeting additional education requirements.

Must have demonstrated proficiency in performing advanced administrative duties that require strong organizational skills and follow-up capabilities.

Advanced proficiency using Windows applications including Outlook, Power Point, and Excel.

Demonstrated communication skills (written and verbal) with the ability to produce work that is timely, grammatically correct and error free.

Must be able to work in a very professional environment with an extensive understanding and knowledge of corporate organization, company industry and/or related government/state committee structures, key contacts and their representatives.

Possess good customer interface skills to effectively communicate with different levels of customers and contacts.

Budget preparation experience is desirable including a solid understanding of budget, contracts and accounting processes.

Overtime will be required on occasion.

Major Accountabilities

1) Receives and screens incoming telephone calls, determines priority matters, and notifies executives accordingly. Refers issues to appropriate staff or provides requested information.

2) Reads and screens incoming correspondence and reports. Makes preliminary assessment of the importance of materials, organizes documents, handles some matters personally and forwards appropriate materials to the Executive and staff as appropriate.

3) Responds to routine or special inquiries and requests; facilitates the information flow between officer(s) and other organizations both inside and outside the company. Interfaces directly and independently with both inside and outside organizations on meeting facilitation and coordination.

4) Independently and accurately prepares correspondence, special reports, expense reports, schedules, presentations, spreadsheets, graphs, mailings and check requests ensuring completion in a timely manner. Self starts presentations/reports from conceptual ideas or existing materials for Executive review.

5) Produces a variety of letter, memos, charts, graphs, and documents in final form.

6) Prepares agendas and collects materials for meetings, speeches, and conferences. Updates Executives on status of issues before meetings. Takes minutes and follows up on action items as needed.

7) Manages and facilitates the Executive's calendar. Handles requests for time and uses judgment to determine priority and scheduling.

8) Makes all necessary travel arrangements for officer; prepares itineraries, prepares and maintains travel documents and records.

9) Arranges and coordinates meeting details and office related functions such as industry meetings, tours, luncheons, dinners and receptions.

10) Acts as liaison between the Executive and subordinates or others by communicating directives, instructions, and assignments. Follows-up on the status of outstanding assignments and projects.

11) Develops and maintains an organization system for files and/or tracking system(s) of tasks and projects assigned to officers, ensuring immediate retrieval of information and documents.

Export Compliance / EEO Statement

This position may require access to and/or use of information subject to control under the Department of Energy's Part 810 Regulations (10 CFR Part 810), the Export Administration Regulations (EAR) (15 CFR Parts 730 through 774), or the International Traffic in Arms Regulations (ITAR) (22 CFR Chapter I, Subchapter M Part 120) (collectively, 'U.S. Export Control Laws'). Therefore, some positions may require applicants to be a U.S. person, which is defined as a U.S. Citizen, a U.S. Lawful Permanent Resident (i.e. 'Green Card Holder'), a Political Asylee, or a Refugee under the U.S. Export Control Laws. All applicants will be required to confirm their U.S. person or non-US person status. All information collected in this regard will only be used to ensure compliance with U.S. Export Control Laws, and will be used in full compliance with all applicable laws prohibiting discrimination on the basis of national origin and other factors. For positions at Palo Verde Nuclear Generating Stations (PVNGS) all openings will require applicants to be a U.S. person.

Pinnacle West Capital Corporation and its subsidiaries and affiliates ('Pinnacle West') maintain a continuing policy of nondiscrimination in employment. It is our policy to provide equal opportunity in all phases of the employment process and in compliance with applicable federal, state, and local laws and regulations. This policy of nondiscrimination shall include, but not be limited to, recruiting, hiring, promoting, compensating, reassigning, demoting, transferring, laying off, recalling, terminating employment, and training for all positions without regard to race, color, religion, disability, age, national origin, gender, gender identity, sexual orientation, marital status, protected veteran status, or any other classification or characteristic protected by law.

For more information on applicable equal employment regulations, please refer to EEO is the Law poster. Federal law requires all employers to verify the identity and employment eligibility of every person hired to work in the United States, refer to E-Verify poster. View the employee rights and responsibilities under the Family and Medical Leave Act (FMLA).

Arizona Public Service is a smoke free workplace.

Flex Role:

This position is not required to be performed at a specific APS facility as long as adequate technology and a solid ergonomic set up are present. Pending agreement with leadership, employees hired into this role will be able to choose where they prefer to perform their work. Employees will have two options to choose from:

APS office based: The employee prefers to work most of the time from an APS facility.

Home based: The employee prefers to work most of the time from his/her home.

*Employees in Flex roles are required to reside in Arizona (or NM for Four Corners-based employees). Role types are subject to change based on business need.

Although this position is considered a "flex role" (as described above), the individual in this role must be open to working in-office from time to time, and is based on the need of the business. Office location is in Phoenix, AZ (85004).