Executive Assistant at Tallgrass MLP Operations, LLC in Lakewood, Colorado
Posted in General Business about 2 hours ago.
Type: Full-Time
Job Description:
Education:
- High School diploma or equivalent.
Experience/Specific Knowledge:
- Minimum 3-5 years' direct work experience as an Executive Administrative Assistant.
- Intermediate/Advanced proficiency level in MS Office applications that may include but are not limited to: Excel, Word, Access, PowerPoint, and Outlook.
- Proficiency in preparing, formatting, and editing PowerPoint presentations to ensure they meet professional standards and engage internal and external stakeholders.
- Working knowledge of SharePoint, Concur, and Oracle preferred.
Certifications, Licenses & Registrations:
- Must possess and maintain a valid driver's license and a driving record satisfactory to the company and its insurers (for travel).
- Must obtain Tallgrass Smith System defensive driving course certificate to operate fleet vehicles for offsite company sponsored events.
Competencies, Skills & Abilities:
- Must be able to perform all essential and marginal functions of the job.
- Must be able to work with a team, take direction from management, adhere to required work schedules, focus attention on details, and follow work rules.
- Ability to successfully perform multiple tasks with strict deadlines.
- Ability to organize and prioritize daily work.
All of the physical requirements listed below are those that may be necessary for an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Minimal safety hazards; general office working conditions and general vehicle operating conditions.
- Must be able to sit for prolonged periods of time while in office; must be able to stand for prolonged periods of time while at company sponsored events.
- Travel to company-sponsored events, including those in Denver, Avon/Vail Valley, and Chicago, Illinois, with non-traditional hours required as needed. The employee is regularly required to use hands to type, touch, handle, or feel. The employee is required to talk and hear. The employee is frequently required to stand and reach with hands and arms. The employee is occasionally required to walk and climb or balance. The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
Working Conditions:
- Will report to more than one person.
- Will take work direction from more than one person.
- Will be required to carry a cell phone and be available to respond during working and non-working hours.
- The successful candidate will be required to clear a drug screen and a complete background check, including credit report for certain positions, after an offer has been extended and prior to being employed.
Supervisory Responsibility:
None.
Compensation:
- Salary range for position is $80,000-$95,000/yr.
- Act as the point of contact for executives by managing phone calls, emails, and other communications.
- Proactively respond on behalf of executives with professionalism and clarity.
- Build and maintain positive relationships with internal and external stakeholders, ensuring executives' messages are conveyed accurately and promptly.
- Assist with reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
- Greet visitors, answer questions, direct them to appropriate meeting rooms, or connect them with team members.
- Assist with on-site logistics for meetings and customer visits, ensuring a smooth and professional experience for all attendees.
- Maintain and update a master list of contacts/customers for executives, ensuring accuracy and up-to-date information.
- Manage entity-level contact information for Grassroots and the Interstate Pipeline External Bulletin Board (EBB).
- Collaborate with other administrative staff to divide common office tasks, such as routine correspondence, filing, scanning, photocopying, and shipping logistics.
- Provide support to Corporate Officers' executive assistants during their visits to the Lakewood office.
- Assist with ordering office supplies, equipment, and business cards, as well as designing and ordering company-branded merchandise as needed.
- Coordinate holiday cards and appreciation gifts for customers, employees, and business partners.
- Develop and administer surveys to collect feedback from employees and customers, as necessary.
- Coordinate the ordering of business cards and manage various ad hoc duties such as shipping logistics and survey creation.
- Prepare and edit PowerPoint presentations for internal and external stakeholders, ensuring they are professionally formatted and aligned with company standards.
- Assist with the creation of documents such as letters, memos, and reports by drafting, editing, and proofreading content as required.
- Manage and track DocuSign requests to ensure timely routing and completion of documents.
Calendar, Expense and Task Management:
- Efficiently manage Outlook calendars for multiple executives, including travel blocks, ensuring no scheduling conflicts, timely responses, and proper meeting coordination.
- Maintain a strong focus on detail when organizing recurring meetings, including customer-facing and internal events.
- Prepare, track, and submit all expense reports and credit card statements, ensuring timely reconciliation.
- Organize receipts and supporting documents for seamless filing and audit purposes.
- Handle a broad range of administrative duties, including reading and routing correspondence, drafting letters, and responding to inquiries.
- Provide adaptable support as priorities shift, including arranging travel, hotel, and car reservations, preparing detailed agendas and itineraries.
- Coordinate with IT to manage subscriptions for software and online data platforms, as needed.
- Code and submit invoices for payment, ensuring all documentation is correct and processed promptly.
- Prepare support schedules for the annual budget and assist in maintaining applicable monthly RC forecasting.
- Maintain compliance with timelines for reporting and financial reconciliations.
- Provide additional support for special projects as identified by the executive team.
Event Planning & Coordination:
- Plan and coordinate large, recurring customer-facing events, both on-site and off-site, including vendor contract negotiation, site selection, and logistics.
- Job level commensurate with experience and skill sets; position will be filled depending on qualifications, experience and skill sets of the successful candidate.
- Ability to anticipate and adapt to various work styles.
- Ability to anticipate failure points and mitigate in advance.
- Self-management skills to plan, organize, and priorities and delegate tasks with conflicting deadlines in a fast-paced environment.
- Willing and able to work in and adapt to change.
- Ability to remain calm under pressure.
- Ability to perform the required and expected duties with little or no direct supervision.
- The ability to exercise independent judgement and discretion.
- Professional and service-oriented approach internally and externally.
- Ability to anticipate needs, identify potential issues, and mitigate problems in advance.
- Ability to develop positive working relationships with peer departments.
- Job level commensurate with experience and skill sets; position will be filled depending on qualifications, experience and skill sets of the successful candidate.
ABOUT US
Tallgrass was named one of the 2023 Top Workplaces USA and highlighted in Colorado's Top Workplaces for the past seven consecutive years. Tallgrass is a leading energy infrastructure company focused on safely, reliably, and sustainably delivering the energy and services that power our nation and enable our quality of life.
At Tallgrass, we value our teams and strive to create an environment where employees feel respected, and their contributions are valued. We aim to support employees' physical, mental, and financial well-being through a comprehensive Total Rewards Program.
- Industry competitive pay
- Health insurance package options that include Flexible Spending & Health Savings Accounts
- Infertility Coverage
- Parental Leave
- 401(k) with up to a 6% match that vests immediately plus an employer discretionary contribution of up to 4%
- Wellness Programs and Mental Health Resources
- Employer-paid life insurance, short-term disability, and long-term disability coverage
- Critical Illness & Accident Insurance
- Vacation, sick days, paid caregiver leave, volunteer and bereavement paid time off
- Identity theft protection
- Annual discretionary bonus
- Generous Tuition Reimbursement Program
- Company-paid holidays and floating holidays
- Company vehicle (if applicable)
- Employee discounts; vehicles, tires, cellular plans, and more
- Networking and employee engagement events
- Personal development to grow your career with us based on your strengths and interests
Application Deadline: Recruiting timelines vary by position; however, all Tallgrass positions accept applications for at least five business days from the posting date. This position is open and still accepting applications.
Compensation: Compensation ranges are provided in good faith based on what we anticipate when researching wages for this position at the state and national levels. We may ultimately pay more or less than the posted range. This salary range may also be modified in the future.
Notice to External Search Firms: Tallgrass does not accept unsolicited resumes from search firms or employment agencies. Unsolicited referrals and resumes are considered Tallgrass property; therefore, Tallgrass will not pay a fee for any placement resulting from the receipt of an unsolicited referral. Approved vendors may be invited to refer talent for specific positions at Tallgrass's request only. A fully executed agreement with Tallgrass must be in place and current in these cases.
EEO Statement: Tallgrass complies with all Equal Employment Opportunity (EEO) affirmative action laws and regulations. Tallgrass does not discriminate on the basis of age, race, religion, color, sex, national origin, marital status, genetic information, sexual orientation, gender Identity and expression, disability, veteran status, pregnancy status, or other status protected by law.
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