Administrative Assistant – Training Support Services
This position is located at the Energy Center @ 3535 Colonnade Parkway Birmingham, AL & is a Hybrid Position.
You will be REQUIRED to be IN THE OFFICE a minimum of three (3) days per week and/or as additionally required.
** Travel to other office locations across Southern Company will be required on a periodic basis. ** Some of this travel WILL BE OVERNIGHT, when needed. This should only be approximately 4 or 5 times per year.
** Please ALSO Note: There are TWO, Online Assessments required for this position. Each will take approx. 30 mins to complete.
After you apply, you will immediately be sent the 1st Assessment. If/when you complete AND pass that assessment, you will be automatically sent the 2nd required assessment.
Once you complete AND pass both assessments, your info will be reviewed by hiring management & we will determine any potential next steps in our hiring process.
JOB SUMMARY
This position provides support for the Training Support Services Manager. The administrative assistant should be a self-starter with some experience in the administrative field supporting a manager in a corporate environment. This position requires organizational and resourcefulness skills in order to assist with the Manager’s calendar, travel and email. Strong communication skills, both written and oral, are expected to communicate with other leaders in scheduling meetings. Confidentiality is a must as the administrative assistant will be privy to sensitive information and must always be able to maintain confidentiality. The person in this role must exemplify Our Values and be a team player, as they will be an integral member of the Training Support Services Organization.
The ideal candidate has high initiative, is eager to learn, not afraid to ask questions, and can learn the organization in order to anticipate needed assistance. The position is responsible for administrative functions including but not limited to:
- Employee time processing
- Preparing procurement card expense statements
- Calendar management, planning and organizing meeting arrangements and catering
- Attend meetings and take minutes, as needed
- Invoice reconciliation and processing | check requests
- Video conference scheduling, set-up and coordination
- Making travel arrangements
- Maintaining SharePoint sites / TEAMS sites
- Preparing presentations and communications
- Ordering office and breakroom supplies
- Maintaining S: Drive, TEAMS or SharePoint access and Outlook distributions lists
- Budget preparations and tracking
Experience:
- Extensive experience providing administrative support in a busy, high-volume office, preferably in a corporate environment or relevant work experience in a customer service/support role.
- Previous exposure to and experience managing confidential information.
- Experience working with others to obtain information needed to pull together customer/vendor communication and presentations that are critical to the success of the organization.
- Experience with timekeeping, expense reporting, reconciliation, arranging travel, and coordinating meetings.
- Experience managing calendars, emails, and calls.
- Demonstrated experience working effectively in a team environment.
- Proven ability to anticipate needs and proactively address issues.
- Administrative experience in a busy, fast-paced environment is highly preferred.
- Experience supporting a large department is highly desired.
- Experience taking initiative and being a self-starter in day-to-day responsibilities.
- Qualification of Pre-Employment Clerical Test.
- Administrative/clerical certification such as Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) is desired but not required.
Skills:
- Excellent organizational and decision-making skills, using good judgment to involve leadership or make independent decisions.
- Proven ability to produce accurate, timely results independently with minimal supervision.
- Ability to provide error-free, professional correspondence and communications with minimal revisions.
- Strong prioritization, multi-tasking, organizational, and deadline management skills to support team needs.
- Ability to build and maintain relationships with support staff across Southern Company to manage calendars and travel.
- Proficiency in Microsoft Office products (Outlook, Teams, PowerPoint, Word, Excel).
- Proficiency in timekeeping, expense reporting, and invoice processing, preferably in Oracle HCM and Maximo.
- Excellent customer service, time management, interpersonal, and communication skills (written and oral).
- Effective team player, building relationships and partnering with other administrative staff for adequate coverage across the Safety & Training organization.
- Ability to leverage resources to provide relevant information for business needs and create effective PowerPoint presentations.
- Proficiency in or ability to learn Southern Company Systems such as SCOTT, Enterprise Foundations, and Oracle.
Behavioral Attributes:
- Sustained professional demeanor
- Maintain a customer service mindset
- Demonstrate flexibility and adaptability to changing priorities
- Demonstrate initiative and drive to deliver positive results
- Must be a team player that is customer focused and service oriented
