Job Summary

The purpose of this position is to provide advanced-level administrative support to the SVP, Chief Administrative Officer. The position will be required to instill confidence and trust by proactively identifying Executive’s needs and ensuring they are met. The position requires a focus on both results and building relationships. The position is also responsible for fulfilling certain operational aspects of the organization including writing, assembling, and distributing management materials and coordination of administrative duties.    

Job Responsibilities & Accountabilities by Competency

Functional Expertise

• Schedules appointments and maintains calendar for the SVP, Chief Administrative Officer (“Executive”) and other management roles as required
• Maintains business calendars and scheduled meetings, coordinate travel arrangements (System Air and commercial flights, rental cars, hotels, conference registrations, board meetings, etc.), meeting logistics, resolves meeting conflicts and proactively plans to avoid any calendar mistakes or conflicts
• Monitors daily, weekly, and monthly activities to ensure attendance for scheduled meetings on-time and prepared with necessary materials
• Assists with Executive’s external commitments
• Answers and screens in-coming phone calls and reviews and screens email and postal and interoffice mail
• Completes bi-weekly timekeeping and monthly expense statements – reviewing and processing all expenses charged to company procurement card
• Handles information in a sensitive and confidential manner; work with all levels within the organization; work independently and with others; demonstrate good judgement and discretionary skills
• Handles incoming email messages that require action in a timely manner
• Handles planning and logistics for meetings and special events, including Management Council meetings and department team meetings (e.g., conference rooms, refreshments, audio-visual equipment, posting meeting material, participant invitations)
• Compiles and organizes sensitive data, documents or reports with discretion
• Anticipates needs and prioritizes meetings or tasks and responds according to the level of priority
• Establishes and maintains organized files
• Provides administrative support for the organization such as ordering supplies, new employee supplies, coordinating with building services, etc.
• Responds to and organizes requests for signatures
• Prepares PowerPoint presentations and designs professional documents as needed
• Conducts research and compiles data for consideration and presentation to Executive
• Coordinates professionally with other executive assistants and others across the Company
• Communicates with external clients or partners, representing the Company in a professional manner, to assist Executive in building relationships
• Develops strategic meeting occurrences for Executive with direct reports, other executives, and others to maintain relationships and consistent communication
• Regularly monitors all common areas to ensure that they are equipped with the necessary supplies
• Provides supplemental administrative support, on similar functions and responsibilities listed above, to the executive assistant to the CEO

Expectations:

• Processes confidential information; maintains confidentiality
• Proactively recommends systems and approaches to ensure the department is run efficiently
• Navigates the Company and organization effectively
• Provides excellent and proactive customer service to all employees
• Serves as liaison for addressing internal client inquiries; researches, resolves, and responds to inquiries with minimal guidance
• Coordinates with other organizations in the Company and with other subsidiaries under Southern Company