Administrative Assistant III

ADMINISTRATIVE ASSISTANT – Resource Management Department

POSITION SUMMARY

The Administrative Assistant provides advanced-level administrative support to senior management (Directors/Vice Presidents) of the Safety & Resource Management department within Southern Company Gas to support business operations and ensure efficient operation of the office. This role involves planning, coordinating, scheduling, budgeting, purchasing, and documentation for leaders within the organization. Specific duties may include managing schedules, coordinating meetings, handling correspondence, managing special projects, and assisting with various organizational tasks to support team productivity.

This position follows a Hybrid Work Schedule. Employees are required to be in the office Four (4) Days per week.

KEY RESPONSIBILITIES

Functional Expertise

• Provide administrative support to Senior Management (Directors/Vice Presidents) and direct reports; serve as administrative resource for internal employees.
• Schedule and maintain director/VP and department calendar, schedule meetings, and coordinate logistics (conference rooms, catering, audio-visual).
• Prepare and edit correspondence including letters, memorandums, reports, and presentations.
• Handle travel arrangements, including booking flights, hotels, and transportation.
• Process invoices, expense reports, and purchasing card activities.
• Maintain filing systems, office supplies, and organizational charts.
• Answer and screen phone calls, review and screen emails, and manage timekeeping.
• Coordinate office administrative functions including budget tracking and variance analysis.
• Administer the assignment of cell and office phones (as applicable); update phone list.
• Coordinate special projects or assignments unique to business units.
• Develop standard and ad-hoc reports; analyze and summarize data for management use.
• Provide information and interpretation of Company policy and procedures; assists in the understanding of and compliance with Company guidelines.
• Processes confidential information; maintains confidentiality.
• Interfaces with vendors and assists with contract management.
• Interfaces with all levels in the organization and assists with oversight of Facilities.
• Maintains a professional demeanor and strong work ethic.

Business Acumen

• Identify department best practices.
• Support the documentation of department duties and responsibilities.
• Support onboarding of new employees and assist with HR-related documentation.
• Analyze and interpret business data and information.
• Ensure confidentiality and discretion in handling sensitive information.

Engagement

• Participate in activities designed to improve customer satisfaction and business performance.
• Participate in morale building activities.
• Manage peer relationships.

Driving Results

• Accountable for meeting individual performance objectives.
• Responsible for managing assigned workload, setting goals, prioritizing work, evaluating results and taking corrective action as needed.
• Must meet KPI targets on a consistent basis.

REQUIRED QUALIFICATIONS

• High School Diploma or GED.
• 3–5 years of administrative experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational, communication, and time management skills.
• Ability to multitask and prioritize effectively in a fast-paced environment.

Preferred Qualifications

• Associate or bachelor’s degree in business or related field, or equivalent work experience.
• Familiarity with enterprise systems such as Oracle, Maximo, PeopleSoft Financials, and SharePoint.

CORE COMPETENCIES

• Professionalism and integrity.
• Positive attitude and commitment to customer service.
• Ability to work independently and collaboratively. Must display initiative and flexibility.
• Possess excellent time management skills.
• Detail-oriented and proactive problem-solving skills.

WORK ENVIRONMENT

• Standard office setting with occasional need for remote coordination.
• Keyboarding makes up 80-90% of this role’s primary means for completing work.
• May require occasional overtime to meet deadlines or support events.
• May require occasional travel – up to 10%.
• May require after-hours and/or on-call support during company emergencies – up to 20%.