The purpose of this position is to provide advanced-level administrative support to Senior Management functions within the Chief Financial Officer organization, instilling confidence and trust by proactively identifying administrative needs and ensuring they are met. The position identifies ways to create administrative efficiencies throughout the department and ensures that the administrative needs of the department functions effectively. The position is also responsible for fulfilling certain operational aspects of the department including assembling and distributing management and board-level materials and other business reporting upon request, organizing and managing research, data, analytics and reference materials, including Microsoft Teams sites.
Functional Expertise:
- Provides administrative support to senior management and direct reports; prepares, reviews, and updates correspondence including letters, memorandums, reports, filings and presentations; upon request, answers and screens in-coming call; upon request, 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.
-
Maintains various departmental dashboards and tracking of deliverables
-
Complies and organizes data for miscellaneous proceedings and needs for the executives
-
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 opening and reviewing executive mail and taking appropriate action; maintains office supplies; process invoices for payment; manages time entry
-
Coordinates creation of Purchase Orders, manages requisitions, purchasing card activities; reviews and reconciles purchasing card expenses and other material receipts; set up and maintain filing systems; enters into PeopleSoft Financials or relevant application for payment processing
-
Administers the assignment of technology
-
Back up to other assistants as needed
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
-
Anticipates and takes initiative on issues that arise involving senior management of the department
-
Proactively recommends systems and approaches to ensure the department is run efficiently
Engagement:
-
Coordinates special projects or assignments unique to business unit
-
Develops standard and ad-hoc reports; analyzes and summarizes data for management use
-
Communicates process improvements to all affected parties to ensure adherence
-
Manages and evaluates administrative needs and requirements
-
Provides excellent customer service to all employees
Driving Results:
-
Serves as liaison for addressing inquiries; researches, resolves, and responds to inquiries with minimal guidance
-
Regularly monitors department areas and needs to ensure administrative and supply needs are met
-
Compiles metrics and reports for key functions
-
Provides supplemental support as needed during peak periods of activity
Southern Company
30 Ivan Allen Jr Blvd NW
Atlanta
Georgia États-Unis
www.southerncompany.com
