Administrative Assistant at Southern Company in Birmingham, AL, United States

Job description

• This Administrative Assistant position provides administrative and operational support to the Security Operations Team and will be based at the Energy Center, located at 3535 Colonnade Parkway, Birmingham, AL 35243. The Security Operations Team supports a wide range of business needs in a fast-paced, secure, and highly collaborative environment. This role requires professionalism, strong attention to detail, sound judgment, and the ability to manage competing priorities while supporting leaders, team members, vendors, and business partners.
• The ideal candidate is proactive, dependable, eager to learn, and comfortable asking questions to ensure accuracy and alignment. This position requires a high level of initiative, confidentiality, customer service, and flexibility while supporting a team with varying administrative and operational needs.

Responsibilities

• Process employee time and maintain accurate records as required.
• Prepare monthly procurement card expense statements and support expense reconciliation.
• Manage calendars, coordinate meetings, schedule conference rooms, and arrange catering as needed.
• Set up and break down meeting rooms and support meeting logistics, including approval and coordination of meeting space requests.
• Coordinate video conferences, conference bridges, and meeting technology needs.
• Process invoices, check requests, purchase requisitions, purchase orders, and related supply chain logistics.
• Make travel arrangements and prepare related documentation.
• Maintain SharePoint sites, Teams access, shared drives, Outlook distribution lists, and other team resources.
• Prepare presentations, communications, reports, and other business documents.
• Order office supplies, breakroom supplies, and other materials needed to support daily operations.
• Perform filing, copying, scanning, faxing, and other general administrative duties.
• Answer phones, take effective messages, greet visitors, and manage building door or gate call bell access as appropriate.
• Support budget preparation, monthly tracking, and accrual activities as needed.
• Perform notary responsibilities, if needed and applicable.
• Support other Security Operations Team needs and department-specific requirements as assigned.

Requirements

• High School Diploma or GED required.
• Secretarial or administrative experience in a busy, demanding environment is highly preferred.
• Experience supporting a large department or operational team is highly desired.
• Experience with timekeeping, expense reporting, reconciliation, travel arrangements, and meeting coordination is preferred.
• Demonstrated experience taking initiative and managing day-to-day responsibilities independently.
• Qualifications on pre-employment clerical testing is required, as applicable.
• Administrative or clerical certification, such as Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP), is desired but not required.
• Possessing a Notary stamp or certification is highly desired but not required.
• Ability to professionally represent the Security Operations Team in interactions with executives, managers, peers, employees, vendors, and business partners.
• Ability to organize, prioritize, and complete tasks for multiple personnel at various levels while meeting deadlines with minimal supervision.
• Ability to manage calendars, travel, inboxes, and incoming calls while keeping leadership informed of daily activities and requests.
• Ability to handle confidential information and screen or prioritize communications appropriately when requested.
• Strong teamwork skills with the ability to build and maintain effective relationships across the company and provide back-up support as needed.
• Proven ability to produce accurate, timely work with strong attention to detail and minimal direction.
• Excellent customer service, time management, phone, interpersonal, and written communication skills.
• Demonstrated proficiency using Microsoft Office products, including Word, Excel, PowerPoint, Access, and Outlook.
• Ability to gather relevant information, support business needs, and create effective PowerPoint presentations and communications.
• Proficiency in, or ability to learn, Southern Company systems and tools related to timekeeping, expenses, travel, purchase orders, invoicing, and team operations.
• Sound judgment and decision-making skills with the ability to involve leadership or make independent decisions, as appropriate.

Skills

Required

• Professionalism
• Strong attention to detail
• Sound judgment
• Initiative
• Confidentiality
• Customer service
• Flexibility
• Teamwork
• Communication
• Time management
• Adaptability
• Collaboration

Benefits

• Southern Company invests in the well-being of its employees and their families through a comprehensive total rewards strategy that includes competitive base salary, annual incentive awards for eligible employees and health, welfare and retirement benefits designed to support physical, financial, and emotional/social well-being. This position may also be eligible for additional compensation, such as an incentive program, with the amount of any bonus/awards subject to the terms and conditions of the applicable incentive plan(s). A summary of the benefits offered for this position can be found here https://seo.nlx.org/southernco/pdf/SOCO-Benefits.pdf. Additional and specific details about total compensation and benefits will also be provided during the hiring process.