Sr Administrative Specialist – Gibson Station

Duke Energy Corporation•Owensville, IN

23h•Onsite

About The Position

This is the career/senior level of the administrative hierarchy. Employees at this level provide administrative support to work groups in the organization. At this level, the individual has developed specialized skills or is multi-skilled through considerable on-the-job experience and completes work with a limited degree of supervision. This position typically supports multiple managers and serves in a non-exempt capacity. The role provides advanced administrative support for a General Manager and multiple station leaders, including complex calendar management, meeting coordination, and follow-up on action items. It involves preparing, proofreading, and formatting correspondence, reports, presentations, and other documents, ensuring accuracy, consistency, and professional quality. The specialist coordinates logistics for internal and external meetings, events, and travel, including agendas, materials, room/virtual setup, and itineraries. They serve as a point of contact for the supported team(s), responding to routine inquiries, emergent requests, and routing issues appropriately. The position also requires maintaining electronic and/or physical filing systems, organizing records for easy retrieval and appropriate retention. Support for purchasing and expense-related activities (e.g., requisitions, invoices, expense reports) and maintaining related documentation is also part of the role. The specialist assists with payroll-related activities, including timekeeping support, data entry/verification, coordination of corrections with payroll/HR, and maintaining payroll documentation in accordance with policy. They track and reconcile information across spreadsheets or systems, compile metrics or status updates, and communicate deadlines and next steps. The role supports onboarding activities for new staff, including scheduling, workspace coordination, and distribution of information. The individual applies policies, procedures, and best practices to administrative processes and recommends improvements to increase efficiency and service quality. Additionally, the position involves receiving, screening, and directing incoming calls, visitors, mail, and e-mail, and handling sensitive and confidential information with discretion and professionalism.

Requirements

Highschool/GED
2 years minimum required related work experience

Nice To Haves

5+ years of progressively responsible administrative experience supporting multiple leaders, or an equivalent combination of education and experience.
Proficiency with common office technology and productivity tools (e.g., word processing, spreadsheets, email, calendars, and virtual meeting platforms).
Demonstrated ability to manage competing priorities, meet deadlines, and work with limited supervision.
Strong written and verbal communication skills, including professional correspondence and document preparation.
High attention to detail and accuracy; strong proofreading and formatting skills.
Effective organization, time management, and follow-through; ability to anticipate needs and plan ahead.
Sound judgment and discretion in handling confidential or sensitive information.
Customer-service mindset and ability to collaborate effectively with diverse stakeholders.
Ability to learn new systems and processes quickly and apply them consistently.

Responsibilities

Provide advanced administrative support for General Manger and multiple station leaders, including complex calendar management, meeting coordination, and follow-up on action items.
Prepare, proofread, and format correspondence, reports, presentations, and other documents; ensure accuracy, consistency, and professional quality.
Coordinate logistics for internal and external meetings, events, and travel, including agendas, materials, room/virtual setup, and itineraries.
Serve as a point of contact for the supported team(s); respond to routine inquiries, emergent requests, and route issues appropriately.
Maintain electronic and/or physical filing systems; organize records to support easy retrieval and appropriate retention.
Support purchasing and expense-related activities as assigned (e.g., requisitions, invoices, expense reports) and maintain related documentation.
Assist with payroll-related activities as assigned, including timekeeping support, data entry/verification, coordination of corrections with payroll/HR, and maintaining payroll documentation in accordance with policy.
Track and reconcile information across spreadsheets or systems; compile metrics or status updates and communicate deadlines and next steps.
Support onboarding activities for new staff, including scheduling, workspace coordination, and distribution of information.
Apply policies, procedures, and best practices to administrative processes; recommend improvements to increase efficiency and service quality.
Receives, screens and directs incoming calls, visitors, mail and e-mail.
Handle sensitive and confidential information with discretion and professionalism.