Executive Assistant to VP of Marketing and New Products

Orlando Utilities Commission (OUC)•Orlando, FL

2d•$33 - $41•Hybrid

About The Position

OUC - The Reliable One, is presently seeking an Executive Assistant to join the Marketing & New Products division. At OUC, we don’t just work – we’re building a bright future of innovation and transformation for future generations. We are looking for a highly organized, resourceful professional to provide administrative and operational support to the Vice President of Marketing & New Products, while collaborating with leaders across multiple business units. This role is ideal for someone who thrives in a fast-paced, deadline-driven environment, can manage multiple complex priorities with professionalism, and demonstrates sound judgment, adaptability, and strong follow-through in support of executive and business operations. In this role, you will provide executive support, manage calendars and meetings, coordinate high-visibility deliverables related to public meetings including tracking presentations, talking points, and deadlines across multiple stakeholders. The position also supports purchasing and expense processes, monitors policy compliance, and assists with vendor coordination and budget-related activities. As a key point of coordination for the division, the Executive Assistant helps ensure that projects, communications, and operational priorities remain organized and on track. This position plays a critical role in supporting a dynamic team by maintaining accuracy, anticipating needs, and ensuring the efficient flow of information and activities across the division. The ideal candidate will be a calm, detail-oriented, and proactive professional who can manage ambiguity, work independently, quickly learn systems and processes, and effectively balance the needs of multiple stakeholders. OUC’s mission is to provide exceptional value to our customers and community by delivering sustainable and reliable services and solutions. Click here to learn more about what we do. OUC offers a very competitive compensation and benefits package. Our Total Rewards package includes, to cite a few: Competitive compensation Low-cost medical, dental, and vision benefits and paid life insurance premiums with no probationary period. OUC’s Hybrid Retirement Program includes a fully-funded cash balance account, defined contribution with employer matching along with a health reimbursement account Generous paid vacation, holidays, and sick time Paid parental leave Educational Assistance Program, to include tuition reimbursement, paid memberships in professional associations, paid conference and training opportunities Wellness incentives and free access to all on-site OUC fitness facilities Access to family-oriented recreational areas Paid Conference and Training Opportunities Hybrid work schedule Please see below a complete Job description for this position. Job Purpose: Responsible for providing administrative support for an executive or senior leader and Business Unit (BU) while performing complex and confidential administrative duties as they relate to the various divisions within the BU. May also be responsible for preparing and/or analyzing moderate to complex reports, preparing presentations, reviewing BU practices, policies and procedures, and making recommendations to management.

Requirements

Associates Degree in Business, Office Administration or related field of study from an accredited college or university; Two (2) years of additional experience (as described below) may replace each year short of the education requirement
Minimum of five (5) years of increasingly responsible secretarial/administrative experience
Working knowledge of all, but not limited to, the following: General office administration and management principles and practices
Familiarity with all of, but not limited to, the following: Budgeting and purchasing principles and processes (purchase orders and order requisitions)
Software applications (i.e. JD Edwards EnterpriseOne, Chrome River, Tungsten Network, Documentum, Insight [console])
Related industry, organizational and departmental policies, practices, and procedures; legal guidelines, ordinances, and laws
Strong organizational and work coordination skills
Flexible in a fast-paced environment and able to adjust to multiple and changing priorities
Exercise independent judgment, prioritization, and planning in daily activities
Strong communication skills, both verbal and written
Ability to: Review and analyze work processes and BU data, and recommend process improvements
Understand and apply governmental accounting practices in maintenance of financial records
Effectively work with a variety of people at all levels of the organization
Type 50 correct words per minute
Accurately take meeting notes
Make arithmetic computations using whole numbers, fractions and decimals, rates, ratios and percentages
Use Microsoft Office Suite (Word, Outlook, Excel, etc.) and standard office equipment (computer, telephone, copier, etc.)

Nice To Haves

Demonstrated experience directly supporting senior leaders or executives preferred.
Minimum of one (1) year of experience supporting business operations in the area of assignment and/or business process improvement initiatives, preferred
Certified Administrative Professional (CAP) or equivalent certification, preferred
Florida public notary license preferred

Responsibilities

Provide administrative support for the BU, including, but not limited to, responsibility for the completion and accuracy of documents, composition of routine correspondence, reading and routing mail, answering and forwarding calls, and addressing customers’ needs and inquiries
Provide support to executive or senior leader with travel arrangements, calendar management, appointment/event planning and scheduling, and credit card billing and transactions
Compile and assist in the preparation and review of presentations, financial reports, records, minutes, copies of correspondence or other printed material
Take meeting notes and independently follow up on action items from the meetings
Work with BU personnel to review contracts/agreements; provide support and tracking of purchasing activities related to document flow of approved documents, including bid proposals, contracts, agenda items, etc.; proofread contracts and prepare agenda Items
Track purchase orders and advise on status to ensure BU funding requirements are met
Analyze, review, and recommend process improvements to BU management
Review invoices and advise business unit management of any adjustments for billing purposes; process invoices for billing of customers and vendors.
Interpret a variety of data and convert into complex spreadsheets for analysis
Work on budget items under the direction of the executive or senior leader; identify, research, and explain budget variances
Provide support to committees and project teams related to the BU
Maintain highly confidential and sensitive information in the BU or department
Keep office supplies inventory and order supplies as needed
Perform other duties as assigned.

Benefits

Competitive compensation
Low-cost medical, dental, and vision benefits and paid life insurance premiums with no probationary period.
OUC’s Hybrid Retirement Program includes a fully-funded cash balance account, defined contribution with employer matching along with a health reimbursement account
Generous paid vacation, holidays, and sick time
Paid parental leave
Educational Assistance Program, to include tuition reimbursement, paid memberships in professional associations, paid conference and training opportunities
Wellness incentives and free access to all on-site OUC fitness facilities
Access to family-oriented recreational areas
Paid Conference and Training Opportunities
Hybrid work schedule