Sr. Administrative Assistant

Southern Company • Virginia Beach, VA

4d • Onsite

About The Position

Provide advanced level administrative support to senior management (Vice Presidents/Executives) of Southern Company Gas and subsidiaries to support business operations. Functional Expertise: Provides administrative support to senior management and direct reports; prepares, reviews, and updates correspondence including letters, memorandums, reports and presentations; answers and screens in-coming call; reviews and screens email; updates organizational charts. Schedules and maintains calendar; schedules internal and external meetings; coordinates rescheduling to meet business demands and time constraints; ensures senior manager fulfills business and personal meeting obligations. Plans and coordinates logistics for meetings and special events (e.g., conference rooms, refreshments, audio-visual, and participant invitations) Coordinates travel arrangements (e.g., air, hotel, ground transportation, restaurants) Coordinates office administrative functions including budget tracking and variance analysis; maintains office supplies; process invoices for payment Coordinates purchasing card activities; reviews and reconciles purchasing card expenses; enters into PeopleSoft Financials for payment processing. Administers the assignment of pagers and cell phones (as applicable); updated phone/pager list. Business Acumen: Serves as administrative resource for internal employees; provides information and interpretation of Company policy and procedures; assists in the understanding of and compliance with Company guidelines. Processes confidential information and maintains strict confidentiality Engagement: Coordinates special projects or assignments unique to business unit Develops standard and ad-hoc reports; analyzes and summarizes data for management use. Driving Results: Serves as liaison for addressing customer service inquiries; researches, resolves, and responds to inquiries with minimal guidance. Qualifications: Education, Certifications/Licenses: Required: High school diploma or GED Preferred: Associates degree in Business of Office Administration Related Work Experience: Required: Minimum 3- 5 years experience supporting a Senior Manager Applicant may possess a combination of equivalent education and work experience. Specific Skills & Knowledge: Required: Demonstrated ability to handle information in a sensitive and confidential manner Ability to work at all levels in the organization, ability to work independently. Good time management, judgment and discretionary skills. Technical skills: intermediate proficiency in MS Word, MS Excel, and PeopleSoft Financials. Working Conditions/Physical Requirements: Office environment, keyboarding (80 – 90%) On-call (0 – 30%) Disclaimer: This information describes the general nature and level of work performed by employees in this job. The description is not designed to be a comprehensive inventory of duties, responsibilities and qualifications required in the job. Reasonable accommodations may be made to qualified disabled individuals for performance of essential duties and responsibilities.

Requirements

• High school diploma or GED
• Minimum 3- 5 years experience supporting a Senior Manager
• Demonstrated ability to handle information in a sensitive and confidential manner
• Ability to work at all levels in the organization, ability to work independently
• Good time management, judgment and discretionary skills
• Intermediate proficiency in MS Word, MS Excel, and PeopleSoft Financials

Nice To Haves

• Associates degree in Business of Office Administration

Responsibilities

• Provides administrative support to senior management and direct reports
• Prepares, reviews, and updates correspondence including letters, memorandums, reports and presentations
• Answers and screens in-coming call
• Reviews and screens email
• Updates organizational charts
• Schedules and maintains calendar
• Schedules internal and external meetings
• Coordinates rescheduling to meet business demands and time constraints
• Ensures senior manager fulfills business and personal meeting obligations
• Plans and coordinates logistics for meetings and special events (e.g., conference rooms, refreshments, audio-visual, and participant invitations)
• Coordinates travel arrangements (e.g., air, hotel, ground transportation, restaurants)
• Coordinates office administrative functions including budget tracking and variance analysis
• Maintains office supplies
• Process invoices for payment
• Coordinates purchasing card activities
• Reviews and reconciles purchasing card expenses
• Enters into PeopleSoft Financials for payment processing
• Administers the assignment of pagers and cell phones (as applicable)
• Updated phone/pager list
• Serves as administrative resource for internal employees
• Provides information and interpretation of Company policy and procedures
• Assists in the understanding of and compliance with Company guidelines
• Processes confidential information and maintains strict confidentiality
• Coordinates special projects or assignments unique to business unit
• Develops standard and ad-hoc reports
• Analyzes and summarizes data for management use
• Serves as liaison for addressing customer service inquiries
• Researches, resolves, and responds to inquiries with minimal guidance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees