Administrative Assistant

US Tech Solutions•Birmingham, AL

4d•Hybrid

About The Position

This position is responsible for providing administrative support to the client power Delivery Data Analytics Department. This individual helps provide support to the Data Analytics Transmission, Data Analytics Distribution, AMI, and Power Delivery Budgeting. Responsibilities will include completing time for 30 individual, expenses statements, and invoices from external partners. This individual will work regularly with others to build and maintain positive relationships with internal and external clients. Responsibilities for planning, assisting with planning and execution of corporate events and functions, team meetings, and meetings with other internal partners. Required to effectively communicate and coordinate with external resources and individuals, while being a positive host and representative of the organization. Position requires occasional travel throughout the Company footprint, up to 10% of the time.

Requirements

A minimum of two (2) years of clerical /administrative, or customer service experience preferred
Proficient in Microsoft Outlook, Word, Excel & PowerPoint required
Knowledge of Oracle and Maximo preferred
Strong communication skills
Ability to schedule meetings, coordinate schedule, and plan and prepare for meetings

Nice To Haves

Ability to embrace and exhibit Our Values (Safety First, Unquestionable Trust, Superior Performance, and Total Commitment)
Strong administrative skills including making travel arrangements, preparing, and processing expense statements, invoice processing, check requests, file management, journals, etc.
Excellent communication skills, calendar management, scheduling, and logistic coordination
Ability to plan meetings/conference calls, prepare agendas, as well as record and transcribe minutes of meetings into actionable tasks
Ability to proactively prioritize and multi-task
Ability to make decisions and anticipate next steps
Ability to build and maintain relationships with the administrative staff of officers and directors
Excellent time management and organizational skills
Comprehensive knowledge of company operations, policies, and procedures
Must be a self-starter and be able to work independently
Ability to adjust to changing priorities

Responsibilities

Complete all expense reports for Analytics, AMI, Budgeting, and Communication teams- including mileage calculations. Target processing of expenses within 30 days. (40% of time required for this task)
Tracking receipts and contacting team members to obtain when necessary.
Timekeeper for teams mentioned above
Process time adjustments when needed.
Set up meetings and meals for team members as requested
Travel arrangements/reservations for Managers as needed
Coordinate logistics for Exhibitor Conferences
Register employees and set up hotel accommodations as needed
Assist with new employees on-boarding
Obtain client Badge and access
Order P-card & assist with activation and training
Coordinate with finance and budgeting teams on account number questions as needed
Order flowers or gifts when needed, (for example, sympathy arrangements, customer gifts)
Maintain office supply cabinet and assist with keeping office area stocked and clean
Small event coordinator for internal/external collaboration and business development