Administrative Assistant Stakeholder Relations

Job description

RESPONSIBILITIES

• Stakeholder Relations (SR) Support :
• Create, publish, and maintain all information pertaining to the Stakeholder Relations Event and Meeting Web page Calendar.
• Post Stakeholder meeting materials to the extranet website and maintain organized internal electronic files.
• Follow internal processes to update and send notifications via established distribution lists.
• Assist with meeting agenda preparation, material review and drafting meeting minutes, as well as routing materials for approval and final external postings.
• Responsible for Stakeholder “Main Parent Entity” meetings in-person registration coordination; collect list of attendees and communicate internally (pre and post meetings) to Stakeholder Relations team and other locations.
• Order catering for Stakeholder meetings at Carmel Headquarters; work closely with Conference Services in remote locations for registrations and catering.
• Responsible for running Webex slide presentations for Stakeholder meetings.
• Assist with meeting materials document storage and retention efforts.
• Responsible for series of Board of Directors (BOD) notifications and reminder communications as well as any additional accommodations outreach.
• Assistance with website posting information pertaining to BOD events; adding registration and hotel link information / deadlines on website.
• Manage the Quarterly Subscribers Report.
• Manage / maintain list of workshop records and approvals; add to Webpage and create communication / presentation slides.
• Post miscellaneous lists, items, instructions to website as requested.
• Update internal work instructions and procedures; create and maintain as needed.
• Data collection and record keeping of Stakeholder Relations related metrics.
• Assist with surveys as requested.
• Assist with MISC / Corporate Communications updates
• Assist with material preparation in accordance with the records retention policy

TECHNICAL KNOWLEDGE, SKILLS, AND CAPABILITIES

Technical Capabilities

Reasoning / Analytical Ability – Strong analytical skill to define problems, collect & analyze information, establish facts, and draw valid conclusions.

Project Management – Ability to plan, develop, communicate, and coordinate projects. Strong ability to multi-task and prioritize multiple projects.

Organizational Skills – Must be well organized with a high attention to detail and accuracy.

Industry Knowledge – Energy industry knowledge would be a plus but is not required.

Time Management – Ability to work within a fast-paced, deadline-oriented environment with minimal supervision.

Computer Skills – Must have intermediate skills in Microsoft Word, Outlook, Excel, and PowerPoint. Proficiency required with A / V, WebEx, and similar meeting technology. Willingness to become proficient in specific meeting platforms.

QUALIFICATIONS AND COMPETENCIES EDUCATION / EXPERIENCE