Executive Assistant

This position provides organizational and administrative support to senior level executives (VP or higher) and their staff. Primary duties include interfacing with internal and external contacts, managing calendars, scheduling meetings, drafting presentations and written communications, scheduling travel arrangements, managing correspondence and expense statements, managing meeting logistics with appropriate contracting, collaborating with other members of the Executive Assistant team to support office/company needs and coordinating other administrative functions. Executive Assistants are core members of their department and are also expected to work together to provide exceptional organizational support across the company.

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Responsibilities

• Provide daily administrative support for executives and their respective staff. Work effectively with other Executive Assistants to ensure smooth operation of Gas South office operations, including support of receptionist area when necessary.
• Triage and prioritize daily demands to ensure urgent, high priority matters are handled in a timely manner. Manage problems to their resolution and coordinate with appropriate resources as needed.
• Schedule and manage complex calendar(s) for assigned executives. Manage team calendars, and reserve rooms and travel when needed for executives and department personnel.
• Schedule and coordinate onsite and offsite meetings and/or events for assigned executive(s), directors, other company personnel and external parties, partners, stakeholders, customers, etc.
• Ensure contracts are created, negotiated and signed for any service related to the event. Attend and participate as needed to ensure a successful outcome.
• Determine appropriate disposition of phone calls, correspondence and meeting requests and resolve or route requests as needed. Respond to routine internal and external correspondence independently. Establish, organize and maintain electronic files of executive and departmental correspondence and communication.
• Effectively serve as the point of contact for customers, business partners, and suppliers who contact the executive and ensure that such interactions create a favorable brand impression for Gas South as a whole.
• Develop, generate and ensure the accuracy of presentations and reports for the department.
• Reconcile and process monthly credit card statements and expense statements for executive(s) and resolve any outstanding issues.
• Work with HR as needed to onboard/terminate employees and contractors and with IT to ensure department personnel have necessary equipment and access to perform assigned roles.
• Safeguard all confidential materials. Maintain confidentiality of personal and sensitive matters of executives, the company, and the employees.
• Identify opportunities for increased efficiency in department processes and continuously look for opportunities to reduce costs.
• Coordinate and complete ad-hoc projects as needed and handle other responsibilities specific to the department as outlined by the executive(s).
• Assist with special projects as needed.

Experience

• Experience and proven capabilities providing administrative support, preferably at an executive level.
• Expert knowledge of MS Office - Word, Excel, PowerPoint - to produce high quality reports, presentations, databases, or other documents.

Preferred Experience

• Display substantial knowledge of the department's operations and policies and company procedures.
• Strong organizational and multi-tasking skills.
• Outstanding communication skills, both written and verbal, with the ability to interact professionally with individuals at all levels of the organization
• Expert knowledge of email, calendaring, and other administrative programs used by the Company.

Location Requirements

• Hybrid/In Office: Monday – Thursday (Required)

Physical Requirements

• Extended periods of sitting at a desk and working on a computer.
• Occasional lifting and carrying of office supplies or materials, typically not exceeding 40 pounds.
• Ability to move around the office and interact with colleagues, executives, and external stakeholders as needed.