Administrative Assistant - Distribution Control Center

Southern Company•Lithia Springs, GA

2d•Hybrid

About The Position

This position reports to the Distribution Control Center (DCC) Manager and provides support to approximately 114 employees across 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 mid-2027, requiring all employees to work at the new location. Responsibilities include processing expenses, invoicing, timekeeping, and other administrative support activities. The position also involves conference room management, using Microsoft applications for daily business challenges, including spreadsheets, presentation assistance, time & expense entry, and calendar/meeting management via Outlook. This role serves as a liaison between the DCC and other departments, and provides storm support for logistics. An essential element is 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.
Executive or Senior Manager level support in a corporate environment or relevant work experience in a customer service/support role is preferred.
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
Candidate must be available to come in person to take the test if invited
Model "Our Values": Safety First, Intentional Inclusion, Act with Integrity, and Superior Performance in all endeavors
Maintains a professional demeanor
Adapts quickly to changing conditions and effectively manages multiple priorities.
Anticipates group needs and proactively seeks solutions
Dependable with excellent Customer Service skills
Builds strong relationships and works effectively in a team environment
Utilizes strong problem-solving skills
Always maintains confidentiality of sensitive information
Demonstrates flexibility and adaptability to changing priorities
Demonstrates initiative and drive to deliver positive results
Self-motivated, proactive, and able to act with a sense of urgency
Exercises independent judgment, confidentiality, and discretion and work with minimal direction
Deliver assignments with a high degree of quality, accuracy and timeliness without follow-up
Successful candidate must be available to support the team in abnormal conditions outside of their normal work schedule (Storm support)
Spend at least 25% of the time with MDCC team (1 / week)
Must live in/near or be willing to relocate within reasonable distance from McDonough

Nice To Haves

College degree a plus.
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
Serving as a liaison between the DCC and the CCC, TO, and Facilitates within both the ADCC and MDCC buildings