Executive Assistant at Southern Company in Naperville, IL

The purpose of this position is to provide advanced-level administrative support to the EVP, President & CEO Nicor 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

Schedules appointments and maintains calendar for the EVP, President & CEO and other management roles as required
Performs supporting role in operational support across the organization.
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 EVP, President & CEO 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.
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

Expectations:

Anticipates and takes initiative on issues that arise involving the EVP, President & CEO 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

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:

Ability to multi-task several projects and tasks

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 and coordinate 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

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:

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 located in Naperville, IL

Office Support

Keyboarding = 80-90%

Interpersonal communication – 50-100%

Travel = occasional 0-15%

On-call = Normal office hours with occasional after hours support 5-10%

Disclaimer:

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.