Executive Assistant

Job Summary

The Executive Administrative Assistant to the President provides high-level administrative support to the President and other executive team members of UGI Utilities, ensuring efficient operations and seamless coordination of executive priorities. This role requires exceptional organizational skills, sound judgment, discretion with confidential information, and the ability to anticipate needs in a fast-paced environment.

This position will also coordinate and organize the provision of support services among other administrative assistants.

Duties and Responsibilities

• Administrative Support

  • Screen and prioritize incoming correspondence, calls, and requests, responding or redirecting as appropriate.
  • Prepare, edit, and format presentations, reports, and other documents for executive review.
  • Coordinate administrative workflow- DocuSign contract approvals, SAP purchase requisitions, process invoices and expense reports.
  • Coordinate and organize support services among other administrative assistants- ensure administrative coverage during periods of elevated workload, vacations, absences, etc.

   

  Meeting & Communication Management

  • Manage executive calendars and schedules including meeting arrangements and event coordination. Arrange travel itineraries, including accommodations and logistics.
  • Coordinate meetings, including agenda preparation, materials distribution, and minutes.
  • Plan and support executive events, off-sites, and speaking engagements.

   

  • Support the preparation & distribution of company communications – organizational announcements, executive memos, etc.

   

  Project & Workflow Management

  • Track action items and deadlines for the President and Executive team members, ensuring timely follow-up.
  • Support special projects and initiatives, and compiling data as needed.

Knowledge, Skills and Abilities

• Exceptional organizational, time-management, and multitasking skills.
• Strong project management and problem-solving skills. 
• Strong written and oral communication skills, including the ability to comfortably communicate with Executives. 
• Advanced Microsoft Office Proficiency (PowerPoint, Word, Excel) with an ability to become familiar with firm-specific programs and software. Ability to prepare professional memos, reports, charts, presentations.
• Ability to work independently, take initiative, and anticipate needs.
• Represent UGI and executive team with professionalism and courtesy. Friendly and professional demeanor.
• Must discreetly manage sensitive and confidential information.

Education and Experience

• Bachelor’s degree in business administration, communications, or related field preferred.
• 5+ years of experience as an Executive Assistant, preferably supporting C-level leadership.
• Notary preferred.

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