Administrative Assistant - Atlanta, GA

Administrative Assistant Job Description

Job Summary

• 2 Positions in Distribution Engineering and Support Organization.
  • Geographic Systems Solutions (GSS) - 755 Jefferson St, NW, Atlanta
  • Distribution Systems - 689 Virgina Ave, NE, Atlanta 
  • One of these positions may relocate to Lithia Springs, GA in 2027/2028.
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• These positions will report to Geographic Systems Solutions Manager and Operations Support Manager and will jointly provide support to Distribution Engineering and Support Organization.  These positions will provide support to approximately 350 employees located across the state regarding expenses, invoicing, time keeping and other administrative support activities; conference room management and oversight; and using various Microsoft applications to handle daily business challenges. The use of office tools will include utilizing spreadsheets, assisting with preparing presentations, time & expense entry coverage, and calendar and meeting management through Outlook. This position will also provide logistics support for the entire department.  An essential element of this position is the ability to work closely and effectively with other administrative and executive assistants and various managers and supervisors. Employee will be required to perform job duties with minimal supervision.

 

Summary of Position Duties and Responsibilities

• Maintaining Managers’ schedules and calendars
• Serving as receptionist and greeting guests at a restricted access facility and granting entry, as appropriate, to those without credentials
• Processing employee time for multiple employees.
• Preparing and processing expense statements in a timely manner for multiple employees.
• Processing invoices in a timely manner
• Prepare and process Purchase Requisitions
• Adhering to all corporate accounting policies
• Scheduling, planning and coordinating meetings and events, including logistics, agendas, presentations, meals, supplies (both office, kitchen, and snacks), billing, etc.
• Maintaining the schedules for all conference rooms at Virginia Ave and 755 Jefferson St. and serve as the primary point of contact for all set-up, audio/visual, and catering needs
• Scheduling, setting up and coordinating video conferences and audio conference bridges
• Taking meeting minutes and tracking action items
• Making travel arrangements as needed for multiple employees
• Maintaining files including those containing confidential or sensitive information
• Answering phones and taking effective messages for multiple employees
• Ordering and maintaining departmental supplies
• Working with other administrative assistants to organize and maintain supply rooms and copy rooms
• Maintaining shared drive and SharePoint access and Distribution lists using credential management tools. 
• I-9 Processing for new employees
• Providing Interview Facilitation for the leadership team and other groups as needed
• Sorting, opening and delivering department mail
• Researching and preparing presentations, reports and communications
• Coordinating and maintaining various awards
• Supporting and coordinating special projects
• Other department specific requirements, as needed

 

Education and Job Experience

• High School Diploma or Equivalent strongly preferred.
• College degree a plus.
• Extensive secretarial/administrative experience in a busy, fast-paced environment supporting multiple managers and staff. 
• Executive or Senior Manager level support in a corporate environment or relevant work experience in a customer service/support role is preferred.
• Experience supporting a large, diverse department with multiple needs is highly desired
• Experience managing a senior/executive level calendar, inbox, and incoming calls with minimal distractions to the leader.
• Proficiency in scheduling meetings and resolving multiple conflicts through Microsoft Outlook.
• Experience with timekeeping, expense reporting, arranging travel, and coordinating meetings, as necessary
• Prior data entry and reporting experience
• Demonstrated initiative and being a self-starter in day-to-day responsibilities
• Administrative/clerical certification such as Certified Professional Secretary (CPS) or Certified Administrative Professional
• (CAP) is desired, but not required

Knowledge, Skills & Abilities

• Ability to communicate with a diverse group, including management, engineering, covered, and contract employees
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