Executive Coordinator I, II, Senior

                                                                       Position Description
Performs and coordinates complex and confidential administrative functions in support of the Executives and members of their staff; responsible for providing direct assistance to Executive level management, specifically CEO, Vice Presidents and the Chief of Staff, in day-to-day tasks, special projects, assigned projects; will research and compile data, develop reports and coordinate events and activities. This position interacts with a varied group of high profile external and internal contacts at all levels of the organization.  Independent judgment is required to plan, prioritize, and organize a diversified workload and recommend and implement changes in company practices and/or procedures. Individuals must act in a professional manner that sets an example for others to emulate.

                                                           Position-Related Responsibilities
Executive Coordinator I & II:

• Serves as liaison to area leadership and the organization; coordination of meetings, events, meeting materials and other specific tasks as requested for area Executives. Ensures Executives have appropriate information for meetings as needed.
• Reviews monthly budget reports, monitors and analyzes department budgets, ensuring that information is accurate, complete and entered in a timely fashion. Inform Executives of any budgeting or reporting issues as they arise.  
• Responsible for department budget input, coordinating yearly budget meetings and meeting deadlines of budget input.
• Communicating and coordinating with the respective Executives’ areas to ensure that they meet budgeting input deadlines.
•  Conducts subject research as necessary to complete special projects and report assignments. Travel project, internet project, Admin Cost Containment project, improving procedures, Policies and Procedures Project, event planning and coordination and any other project requests as needed.
• Must be able to execute a project from start to finish, staying within budget, timeline and expectations of the project. 
• Maintains calendar for Vice Presidents and Executives. Coordinates meetings, conferences, and appointments for Vice Presidents and Executives and communicates details.  Processes all materials necessary for meetings, transcribes meeting minutes as requested. 
• This position may provide services to affiliates of the Company subject to the UNS Energy Code of Conduct and the related Policies and Procedures.

Senior Executive Coordinator:

• All position-related responsibilities of Executive Coordinator I & II.
• Lead Coordinator for the CEO and Executive Management.
• Oversees and coordinates the daily activities of all Executive Coordinators to ensure the needs for CEO and Executive Management are met. 
• Leads training events for all coordinators across the company.  Organizes and delivers training on a recurring basis.
• Manage information flow to/from the CEO and support CEO in maintaining a balanced work schedule that prioritizes high value engagements. 
• Communicates with Board of Directors and other external stakeholders on behalf of the CEO and senior management, with little or no direction or guidance. 
• Leads planning of major corporate events by collaborating with vendors and internal stakeholders to develop event vision and ensure execution is on time and on budget.  

                                                                                                                  Knowledge, Skills & Abilities
                                                          (Equivalent combination of education and experience will be considered.)

Minimum Qualifications:

Level I

• High school diploma or GED.
• Minimum of 2 years’ experience assisting Executive level type management.
• Demonstrate effective communication with diverse groups across functional lines. Must have high level of interpersonal skills to handle sensitive and confidential situations. 
• Must have a sound working knowledge of company best practices and be able to use logical thinking when problem solving and confronting issues. 
• Proficiency in use of personal computer applications including data, relational databases spreadsheets, presentation and budgeting software. 
• Implements and suggests new technology that addresses Executive needs. Knowledge of varied company audio visual components throughout the company.  Ability to set up for meetings and events; troubleshooting minor problems with desktop/laptop computers and personal devices (iPhone, iPads). 
• Broad-based business knowledge including financial analysis and project management, materials, warehousing, accounting procedures and technical data and inventory management.

Preferred Qualifications:

• Two years formal education in a Business field preferred

Level II

• Minimum qualifications of Level I.
• Minimum of 3 years’ experience assisting Executive level type management.
• Coordinates projects and implementation of projects along with new procedures.
• Oversees and coordinates calendar for Vice President and Executives, prioritizing request and meetings, makes decisions on what can be moved in order to make room for other priorities.
• Interprets and prepares data for Vice President and Executives.
• Self-motivated and is able to operate without direct supervision. 
• Well versed in Company Policies and Procedures and leads by example.
• Provides leadership and direction to Coordinator I. Able to obtain or provide information as needed. With  little or no direction or guidance.

Senior

• Minimum qualifications of Level II.
• Minimum of 5 years’ experience assisting CEO and Executive level type management.
• Associate’s degree in business or related field and/or four years as an Executive Coordinator II or equivalent and prior experience at Senior VP/CEO level.
• Must manage individual projects with minimal guidance, as well as maintain oversight of other Executive Coordinators.
• Analyzes problems, determines approach, compiles and analyzes data, and prepares reports/recommendations.
• Provides leadership and direction to Coordinator I and II. Able to obtain or provide information as needed. With little or no direction or guidance. 
• Must be able to exercise independent judgment to act and communicate on behalf of CEO and senior management in a manner that advances the reputation of the Company and Company executives. 
• Responsible for providing status reports on projects to management.
• Create, coordinate and deliver training modules to other Executive Coordinators across the company.

Preferred Qualifications:

• Prefer 10 years of Experience assisting CEO and Executive level type management.
• Supervisor experience preferred.