CAPE LIGHT COMPACT
Executive Assistant
$83,797.90 - $109,395.00
DEFINITION
Position is responsible for professional and administrative work supporting the Cape Light Compact’s Energy Efficiency Programs, Electricity Supply Program, and general office operations; all other related work, as required. Multi-functioned position, ideal for a candidate interested in learning the ins and outs of a municipal energy organization, and who thrives on variety, task-oriented work and new challenges, while interacting with people both inside and outside the organization to support daily operations.
ESSENTIAL FUNCTIONS
The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
• Coordinates with the Compact’s Chief Administrative Officer and Deputy Director to provide administrative assistance on complex energy-related projects. Projects may be technical and/or administrative in nature.
• Compiles, organizes and prepares written and digital reports on programs and services for the Cape Light Compact Governing Board, the towns on Cape Cod and Martha’s Vineyard, state agencies, the media and the general public.
• Responsible for inventory of marketing materials and related supplies and ordering of office supplies and materials.
• Assists the Marketing and Communications Coordinator with general marketing tasks such as procurement of quotes for advertisements and printing, gathering of contact information and other tasks to support the promotion of Cape Light Compact’s offerings, including general updates to the website and other digital forms of marketing.
• Assists with the Cape Light Compact’s electricity supply program; prepares and processes monthly electricity supply auto-enrollment letters and mailing lists, processes received opt-out cards on a weekly basis and answers general electricity supply questions.
• Handles incoming and outgoing communications including emails, phone calls, and public inquiries and ensures timely responses. Serves as a resource for the public by responding to questions about Cape Light Compact Energy Efficiency and Electricity Supply Programs and directs customers to the appropriate staff person or vendor if needed.
• Assists Compact Comptroller by supporting the invoice management system including Accounts Payable entries, scanning and QCing invoices, maintaining vendor files, and coordinating with the Compact staff regarding invoice management.
• Responsible for tracking Compact regulatory and administrative deadlines and coordinating with staff on Compact deliverables.
• Responsible for Compact’s compliance with the Massachusetts Open Meeting Law requirements; including posting documents for Cape Light Compact activities, takes Cape Light Compact Board Meeting minutes; and maintains Board Member list.
• Opens and distributes mail, types correspondence as needed, and staff schedules as requested.
• Coordinates meetings, which includes management of meeting space reservations, ensuring meals are provided (if needed), and setup of meeting space in advance of meeting.
• Communicates with management company for office space-related issues and equipment vendors as directed for day-to-day building and equipment issues, and performs follow-up as needed.
• Attends weekend or evening meetings/events as needed.
• Performs other related job duties as required.
SUPERVISION RECEIVED
Working under the general direction of the Deputy Director, employee plans and prioritizes the work independently, in accordance with standard practices and previous training. Employee is expected to solve most problems of detail or unusual situations by adapting methods or interpreting instructions accordingly. Instructions for new assignments or special projects usually consist of statements of desired objectives, deadlines and priorities. Technical and policy problems or changes in procedures are discussed with supervisor.
JUDGMENT AND COMPLEXITY
The work involves numerous standardized practices, procedures, or general instructions that govern the work and requires additional interpretation. Judgment is needed to locate, select, and apply the most pertinent practice, procedure, regulation, or guideline.
NATURE AND PURPOSE OF CONTACTS
Relationships are primarily with co-workers, governing board members, vendors, and the public, involving frequent explanation, discussion, or interpretation of practices, procedures, regulations, or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. Other regular contacts are with service recipients and employees of outside organizations. More than ordinary courtesy, tact, and diplomacy may be required to resolve complaints, interact with challenging personalities, and/or effectively navigate difficult circumstances.
CONFIDENTIALITY
Employee has regular access at the departmental level to a wide variety of confidential information, lawsuits, and client records.
EDUCATION AND EXPERIENCE
Associate degree or equivalent, and 3 to 5 years of related experience; or any equivalent combination of education, training, certification, and experience.
KNOWLEDGE, ABILITY, AND SKILLS
Knowledge: Knowledge of the Cape Light Compact and role of municipal aggregators under the Massachusetts Restructuring Law; record keeping and document management, office technology and software including Microsoft Programs (Outlook, Excel, Word, PowerPoint, etc.).
Abilities: Plan, organize, analyze problems, prepare reports and formulate recommendations; establish and maintain effective working relationships with electric utility customers and public officials; manage multiple assignments and meet deadlines; works independently and ask for direction and prioritization when needed; Ability to communicate effectively, both orally and in writing; remain patient and professional when communicating with members of the public over the phone or in person; Ability to handle multiple tasks, be proactive and be able to reprioritize tasks quickly throughout the day.
Skills: Attention to detail and accuracy in assigned tasks, takes initiative, organizational, writing, presentation, interpersonal/collaborative communication, time management, problem solving skills, resourcefulness, discretion and confidentiality; computer skills that encompass effective use of word processing, spreadsheets, email and internet browser software.
WORK ENVIRONMENT
The majority of work is performed in an office setting.
PHYSICAL, MOTOR, AND VISUAL SKILLS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Skills
Minimal physical demands are required to perform most of the work. The work principally involves sitting, with intermittent periods of stooping, walking, and standing. May be required to lift objects such as files, boxes of papers, office supplies, and office equipment weighing up to 30 pounds.
Motor Skills
Duties require motor skills for activities such as moving objects and using office equipment, including but not limited to telephones, personal computers, handheld technology, and other office equipment.
Visual Skills
Visual demands require routinely reading documents for general understanding and analytical purposes. Frequent computer use.
