Senior Executive Assistant

Full time position in Norwalk, CT (full time in-office)
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Job Description

Tantalus is seeking an experienced Senior Executive Assistant to join its team.  This position will be based in their office in Norwalk, Connecticut. 

OUR CLIENT  

Over the past three decades, Tantalus has consistently and creatively developed technology that enhances the safety, security, reliability and efficiency of public power and electric cooperative utilities across North America and the Caribbean Basin.  Tantalus provides mission-critical smart grid solutions that include a market-leading edge computing platform, robust software applications and an advanced IoT communications network.  Tantalus empowers utilities to access granular data from both legacy meters and cutting-edge two-way intelligent devices to improve customer service, facilitate consumer engagement, realize cost savings and streamline system operations.  Its comprehensive suite of smart grid solutions includes advanced metering infrastructure (AMI), demand-management technologies, data analytics, distribution automation and street lighting control systems.  This broad portfolio of solutions is purpose-built to support smart community initiatives essential to both the near-term and long-term success of the utilities Tantalus supports and the communities they serve.

Founded in 1989, Tantalus is a public company and is listed on the Toronto Stock Exchange under the symbol GRID.  Additional information about Tantalus can be found here:  https://www.tantalus.com/.


ROLE

Reporting to the President and Chief Executive Officer, the Senior Executive Assistant will provide executive-level administrative support to the CEO, along with other executives as needed.


Responsibilities are as follows:

  • Act as the initial primary point of contact on all matters pertaining to the CEO, including liaising with external contacts on behalf of the CEO as required.

  • Manage the CEO’s very busy and fluid calendar by scheduling, screening and accepting electronic invitations, prioritizing and resolving calendaring conflicts across multiple time zones.

  • Provide support to the company's broader communications efforts, including managing social media accounts.

  • Respond to emails and correspondence and resolve issues on behalf of the CEO, escalating issues when appropriate.

  • Initiate and prepare meeting agendas and related documents, including reviewing and formatting PowerPoint decks to ensure they meet corporate standards.

  • Create, update and maintain a variety of administrative documents and templates (Word, PowerPoint, etc.) to ensure consistent corporate branding.

  • Establish and coordinate all administrative and operational procedures for the Raleigh office while ensuring consistency with administrative and operational processes in other Tantalus office locations.

  • Manage office records including creating and organizing files, maintaining contacts, completing and storing confidential documents, and producing a variety of reports and metrics.

  • Manage travel and other related details for the executive team, as well as their own travel, to provide support for various meetings, the annual users conference and potentially major trade shows as required. 

  • Complete expense reports and reconcile corporate credit card charges.

  • Provide administrative support to the Board of Directors as required.


CANDIDATE

The ideal candidate will have at least eight years of proven success in a senior executive assistant capacity within a corporate administration.  


Experience and Qualifications:

  • Bachelor’s degree required.  

  • Experience providing support to in-office and remote executives, preferably within a public technology company; or an equivalent combination of training and experience.

  • Experience drafting a variety of professional documents and correspondence, reports, presentations, emails, etc.

  • Experience managing projects and prioritizing workflows and schedules.

  • Experience event planning and coordination.

  • Ability to manage the day-to-day office administration.

  • Experience supporting broader corporate communications efforts, including social media presence is an asset, but not required.

  • A general understanding of public company governance is an asset, but not required.

  • Excellent proficiency across MS Office (Outlook, Excel, Word, PowerPoint, etc.).


Personal Characteristics:

  • Independent, proactive self-starter with strong multitasking and organizational skills.

  • Excellent business communication skills and abilities (written, verbal and non-verbal).

  • Must be comfortable in an external customer-facing role.

  • Strong attention to detail and accuracy including proofreading skills.

  • Must be adaptable and flexible with the ability to adjust to changing priorities and competing deadlines.

  • An excellent team player who can also work independently with little or no direction.

  • Strong interpersonal skills and the ability to build relationships with stakeholders including staff, board members and external partners.

  • Ability to maintain a high level of integrity and discretion in handling confidential information.

  • Ability to anticipate needs, think critically and exercise sound judgement.

  • Ability to occasionally work non-standard hours to support team members working across all time zones.

  • Ability to travel internationally without restrictions.