Executive Assistant

EXECUTIVE ASSISTANT

The purpose of this position is to provide advanced-level administrative support to the EVP & CFO along with the Director, Financial Planning & Analytics of Southern Company Gas. The position will be required to instill confidence and trust by proactively identifying Executive’s needs and ensuring they are met. The position requires a focus on both results and building relationships. The position is also responsible for fulfilling certain operational aspects of the organization including writing, assembling, and distributing management materials and coordination of administrative duties.

Job Responsibilities & Accountabilities by Competency

Functional Expertise

EXECUTIVE ASSISTANT

• Schedules appointments and maintains calendar for the EVP & CFO and other management roles as required
• Performs supporting role in operational support across the organization in three locations.
• Coordinates professionally with other executive assistants and others across the Company
• Compiles and organizes sensitive data/discovery requests
• Opens and reviews executive email/schedule requests/other and takes appropriate action
• Handles various confidential legal documents for execution by the executive and others
• Anticipates needs and prioritizes meetings or tasks and responds according to the level of priority
• Establishes and maintains organized files
• Develops and maintains departmental policies and procedures
• Schedules internal and external meetings; plans and coordinates logistics for meetings and special events
• Coordinates travel arrangements for the SVP as well as other management roles as needed
• Coordinates purchasing card activities; reviews and reconciles purchasing card expenses; enters into Oracle for payment processing.
• 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. Provides administrative support for the organization such as ordering supplies, new employee supplies, coordinating with building services, etc.

EXECUTIVE ASSISTANT

• Responds to and organizes requests for signatures
• Prepares PowerPoint presentations and designs professional documents as needed. Develops standard and ad-hoc reports; analyzes and summarizes data for management use.
• Conducts research and compiles data for consideration and presentation to Executive
• Communicates with external clients, representing the Company in a professional manner, to assist Executive in building relationships
• Develops specific goals and plans to prioritize, organize and accomplish work
• Develops strategic meeting occurrences for Executive with direct reports, other executives, and others to maintain relationships and consistent communication
• Regularly monitors all common areas to ensure that they are equipped with the necessary supplies
• Provides supplemental support as needed during peak periods of operational activity
• Communicates concerns for all locations timely and professionally

EXECUTIVE ASSISTANT

Expectations:

• Anticipates and takes initiative on issues that arise involving the SVP and management roles
• Schedules and maintains calendar; schedules internal and external meetings; coordinates rescheduling to meet business demands and time constraints; ensures executive fulfills business and personal meeting obligations.
• Processes confidential information; maintains confidentiality
• Proactively recommends systems and approaches to ensure the department is run efficiently. Communicates process improvements to all affected parties to ensure understanding and adherence
• Navigates the Company and organization effectively
• Provides excellent and proactive customer service to all employees
• Serves as liaison for addressing internal client inquiries; researches, resolves, and responds to inquiries with minimal guidance
• Coordinates with other organizations in the Company and with other subsidiaries under Southern Company

EXECUTIVE ASSISTANT

Qualifications

Education, Certifications/Licenses:

Required:

• HS Diploma with 5+ years’ experience or Bachelor’s degree in Business, Office Administration, or other field

Preferred:

• 7+ years experience supporting a Director or above
• Certified Administrative Professional (CAP) with the International Association of Administrative Professions (IAAP) or similar certification

Applicant may possess a combination of equivalent education and work experience.

Specific Skills & Knowledge:

EXECUTIVE ASSISTANT

• Demonstrated ability to handle information in a sensitive and confidential manner
• Demonstrated ability to work independently
• Ability to be self-directed and take a proactive approach to everyday responsibilities
• Ability to interface with diplomacy and tact at all levels, including executives, employees, customers and board of directors
• Excellent judgment and demonstrated ability to handle business with a high degree of discretion, confidentiality and diplomacy
• Ability to manage and complete multiple high-priority projects and activities with strict time-sensitive deadlines
• Ability to prioritize, coordinate and schedule various tasks in a dependable and organized manner with little direction
• In-depth understanding of the importance of day-to-day executive itineraries
• Superior verbal, written and interpersonal communication skills

EXECUTIVE ASSISTANT

• Keen sense of responsibility in managing other’s schedules
• MS Word – intermediate proficiency
• MS PowerPoint – intermediate proficiency
• MS Excel – intermediate proficiency
• Oracle – intermediate proficiency
• Time management skills

Working Conditions/Physical Requirements:

EXECUTIVE ASSISTANT

• Ability to work at a computer
• This position requires occasional travel for events such as, but not limited to: team buildings, lunches/dinners, training conferences, offsite meetings, etc.
• This position requires the ability to lift up to 10 pounds
• The position works in an office environment

Office Support

EXECUTIVE ASSISTANT

• Keyboarding = 80-90%
• Interpersonal communication – 50-100%
• Travel = occasional 0-15%
• On-call = Normal office hours with occasional after hours support 5-10%

Disclaimer:

EXECUTIVE ASSISTANT

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.