Overview
Administrative Assistant Jobs in Washington, DC at The Ford Agency
EXECUTIVE ASSISTANT
The purpose of this position is to provide advanced-level administrative support to the EVP & CFO along with the Director, Financial Planning & Analytics of Southern Company 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 & CFO and other management roles as required
Performs supporting role in operational support across the organization in three locations.
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 SVP 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 SVP 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:
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 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
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.
About Southern Company Gas
Southern Company Gas is a wholly owned subsidiary of Atlanta-based Southern Company (NYSE:SO), America’s premier energy company. Southern Company Gas serves approximately 4.2 million natural gas utility customers through its regulated distribution companies in four states and approximately 600,000 retail customers through its companies that market natural gas. Other nonutility businesses include investments in interstate pipelines and ownership and operation of natural gas storage facilities. For more information, visit southerncompanygas.com .
Southern Company (NYSE: SO) is a leading energy provider serving 9 million residential and commercial customers across the Southeast and beyond through its family of companies. Providing clean, safe, reliable and affordable energy with excellent service is our mission. The company has electric operating companies in three states, natural gas distribution companies in four states, a competitive generation company, a leading distributed energy infrastructure company with national capabilities, a fiber optics network, and telecommunications services. Through an industry-leading commitment to innovation, resilience, and sustainability, we are taking action to meet our customers’ and communities’ needs while advancing our commitment to net zero emissions by 2050. Our uncompromising values ensure we put the needs of those we serve at the center of everything we do and are the key to our sustained success. We are transforming energy into economic, environmental and social progress for tomorrow. Our corporate culture and hiring practices have earned the company national awards and recognition from numerous organizations, including Forbes, Military Times, DiversityInc, Black Enterprise, J.D. Power, Fortune, Human Rights Campaign and more. To learn more, visit www.southerncompany.com.
Southern Company is an equal opportunity employer where an applicant’s qualifications are considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or any other basis prohibited by law.
Job Identification: 6227
Job Category: Administrative & Clerical
Job Schedule: Full time
Company: AGL Services Company
Title: Administrative Assistant
Company: The Ford Agency
Location: Washington, DC
