Administrative Assistant - Distribution Control Center

Southern Company • Lithia Springs, GA

2d • Onsite

About The Position

This position reports to the Distribution Control Center (DCC) Manager and provides support to approximately 114 employees in two locations (Atlanta DCC in McDonough, and the Macon DCC in Macon). The role will involve consolidating into a new work location in Lithia Springs in the middle of 2027. Key responsibilities include processing expenses, invoicing, timekeeping, and other administrative support activities. The position also entails conference room management, using various Microsoft applications, preparing presentations, managing calendars and meetings through Outlook, and serving as a liaison between the DCC and other departments. Additionally, this role will provide storm support for logistics for the entire department and requires the ability to work closely and effectively with other administrative and executive assistants, performing duties with minimum supervision.

Requirements

• High School Diploma or Equivalent strongly preferred.
• Extensive secretarial/administrative experience in a busy, fast-paced environment supporting multiple managers and staff.
• Experience supporting a large, diverse department with multiple needs is highly desired
• Experience managing a senior/executive level calendar, inbox, and incoming calls with minimal distractions to the leader.
• Proficiency in scheduling meetings and resolving multiple conflicts through Microsoft Outlook.
• Experience with timekeeping, expense reporting, arranging travel, and coordinating meetings, as necessary
• Prior data entry and reporting experience
• Experience taking initiative and being a self-starter in day-to-day responsibilities
• Ability to communicate with a diverse group, including management, engineering, covered, and contract employees
• Highly efficient and ability to handle pressure and manage multiple deadlines well
• Proven ability to initiate, plan, organize, monitor and report on several projects simultaneously
• Ability to professionally represent GPC, including professional interactions with executives, managers, peers, department employees, vendors and other business partners
• Ability to manage the Manager’s calendar, travel, inbox, and incoming calls with minimal distractions
• Ability to confidentially screen emails, upon request, and the ability to proactively prioritize the handling/processing of requests
• Effective listening skills with the ability to identify and understand customer needs
• Excellent planning and organizational skills
• Ability to multi-task to organize, prioritize and perform activities in a fast paced, changing environment from multiple personnel at various levels within the department.
• Must be an effective team player that is able to build and maintain strong relationships with other Executive/Administrative Assistants across Georgia Power and the Southern Company system and provide back-up support to others as needed
• Proven ability to produce accurate results with excellent attention to detail, in a timely manner, independently, and with minimal supervision and direction
• Must possess excellent customer service, time management, phone, interpersonal, and written/verbal communication skills
• Demonstrated proficiency using Microsoft Office products (Word, Excel, Power Point, Access, and Outlook)
• Ability to leverage resources to pull together and provide relevant, appropriate information around business needs/issues, and create effective PowerPoint presentations utilizing such data
• Must utilize due diligence, sound judgment and decision-making skills, when responding to requests and dealing with confidential information
• Must be able to learn processes quickly if no direct experience
• Have already passed the Clerical Aptitude test. If not already qualified, you will be invited to take and must successfully qualify on the EEI SASS (Clerical Aptitude) Test
• Successful candidate must be available to support the team in abnormal conditions outside of their normal work schedule (Storm support)
• Must live in/near or be willing to relocate within reasonable distance from McDonough

Nice To Haves

• College degree a plus.
• Executive or Senior Manager level support in a corporate environment or relevant work experience in a customer service/support role is preferred.
• Administrative/clerical certification such as Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) is desired, but not required
• Demonstrated proficiency in Southern Company Systems such as Oracle, SCOTT, and Maximo, and budgets is preferred

Responsibilities

• Maintaining Manager’s schedule and calendar
• Serving as receptionist and greeting guests at a restricted access facility and granting entry, as appropriate, to those without credentials
• Processing employee time for multiple employees (~108+)
• Preparing and processing expense statements in a timely manner for multiple employees (~11+)
• Processing invoices in a timely manner
• Adhering to all corporate accounting policies
• Scheduling, planning and coordinating meetings and events, including logistics, agendas, presentations, meals, supplies (both office, kitchen, and snacks), billing, etc.
• Maintaining the schedules for all DCC conference rooms at the ADCC and MDCC and serve as the primary point of contact for all set-up, audio/visual, and catering needs
• Scheduling, setting up and coordinating video conferences and audio conference bridges
• Taking meeting minutes and tracking action items
• Making travel arrangements as needed for multiple employees (~11+)
• Maintaining employee files and other files, some of which could contain confidential or sensitive information
• Filing, faxing, and copying
• Answering phones and taking effective messages for multiple employees
• Ordering and maintaining departmental supplies in both the ADCC and MDCC
• Working with other administrative assistants to organize and maintain supply rooms and copy rooms
• Maintaining S: Drive access, Outlook distributions lists, phone lists and SharePoint sites
• Ensuring that all monthly bills are paid and processed timely
• Ensuring I-9 Processing for new employees
• Providing Interview Facilitating for the DCC team and other groups as needed
• Sorting, opening and delivering department mail
• Researching and preparing presentations, reports and communications
• Coordinating and maintaining various awards
• Supporting and coordinating special projects
• Other department specific requirements, as needed
• Providing storm support for logistics for the entire department
• Working closely and effectively with other administrative and executive assistants

Benefits

• Competitive base salary
• Annual incentive awards for eligible employees
• Health, welfare and retirement benefits designed to support physical, financial, and emotional/social well-being
• Additional compensation, such as an incentive program, with the amount of any bonus/awards subject to the terms and conditions of the applicable incentive plan(s)
• Relocation assistance available if needed

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED