Administrative Assistant III

ADMINISTRATIVE ASSISTANT – Resource Management Department

POSITION SUMMARY

The Administrative Assistant provides advanced administrative and operational support to senior leaders (Directors and Vice Presidents) within the Safety & Resource Management organization of Southern Company Gas. This position serves as a trusted business partner responsible for managing executive calendars, coordinating communications, supporting departmental operations, and helping drive organizational efficiency.
 

The ideal candidate is highly organized, technologically proficient, and skilled in leveraging digital tools, including artificial intelligence (AI) solutions, to enhance productivity, streamline workflows, improve communication, and support data-driven decision-making. The role requires exceptional attention to detail, sound judgment, discretion with confidential information, and the ability to manage multiple priorities in a fast-paced environment.

This position follows a Hybrid Work Schedule. Employees are required to be in the office Four (4) Days per week.
 

KEY RESPONSIBILITES 

Functional Expertise

• Provide comprehensive administrative support to Directors, Vice Presidents, and their teams.
• Manage complex calendars, schedule meetings, resolve scheduling conflicts, and coordinate event logistics, including conference rooms, catering, travel arrangements, and audio-visual support.
• Draft, edit, and format professional correspondence, presentations, reports, meeting materials, and executive communications.
• Coordinate domestic travel arrangements and prepare travel itineraries and supporting documentation.
• Process invoices, expense reports, purchasing card transactions, and budget-related documentation.
  Maintain electronic and physical filing systems, organizational charts, department records, and office resources.
• Monitor and prioritize incoming communications, including emails, phone calls, and requests for executive attention.
• Support departmental budgeting activities, financial tracking, variance reporting, and purchasing processes.
• Coordinate office administrative functions, facilities-related activities, and vendor interactions.
• Manage confidential and sensitive business information with the highest degree of integrity and discretion.
• Support onboarding activities, employee transitions, and completion of required business documentation.
• Develop, compile, analyze, and distribute recurring and ad hoc reports to support business operations.
• Coordinate and manage special projects, departmental initiatives, and leadership assignments.
• Serve as a resource regarding company policies, procedures, and administrative processes.

AI & Digital Productivity Responsibilities

• Utilize AI-powered productivity tools such as Microsoft Copilot and other approved technologies to improve efficiency, automate routine administrative processes, and enhance decision-making.
• Leverage AI tools to create meeting summaries, action-item tracking, presentation drafts, executive briefings, and business communications.
• Use AI and automation solutions to organize information, analyze trends, develop reports, and improve workflow effectiveness.
• Evaluate opportunities to streamline administrative processes through automation and process improvement.
• Ensure responsible and compliant use of AI technologies while maintaining data privacy, confidentiality, and company security standards.
• Stay informed on emerging workplace technologies and recommend solutions that improve operational efficiency and employee productivity.

Business Acumen

• Identify and implement departmental best practices and process improvements.
• Support documentation and continuous improvement of administrative procedures and business processes.
• Analyze business data and information to support leadership decision-making.
• Assist leadership with planning, reporting, and operational initiatives.
• Ensure compliance with company policies, procedures, and governance requirements.
• Utilize digital and AI-enabled tools to improve operational efficiency and support business objectives.

Engagement

• Foster positive working relationships across all levels of the organization.
• Participate in initiatives that improve employee engagement, customer satisfaction, and organizational performance.
• Collaborate effectively with internal stakeholders, business partners, and vendors.
• Promote a culture of innovation, continuous improvement, and technology adoption.

Driving Results

• Meet or exceed individual performance objectives and key performance indicators.
• Effectively manage workload, prioritize tasks, and deliver high-quality work in a timely manner.
• Demonstrate ownership, accountability, and adaptability in managing changing business priorities.
• Continuously identify opportunities to increase efficiency through technology, automation, and process enhancements.
   

REQUIRED QUALIFICATIONS 

• High School Diploma or GED.
• 3-5 years of progressive administrative support experience, preferably supporting senior leadership.
• Proficiency with Microsoft Office 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, OneDrive, and SharePoint.
• Experience utilizing AI-powered workplace productivity tools such as Microsoft Copilot, ChatGPT, or similar technologies.
• Strong organizational, communication, problem-solving, and time management skills.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.
• Strong analytical skills with the ability to compile, interpret, and present information effectively.
• Ability to exercise discretion and maintain confidentiality.

Preferred Qualifications

• Associate's or Bachelor's degree in Business Administration, Communications, Technology, or a related field; or equivalent experience.
• Experience supporting Director-level or Vice President-level leaders.
• Familiarity with enterprise systems such as Oracle, Maximo, PeopleSoft Financials, Power BI, and SharePoint.
• Experience using AI and automation tools to increase administrative efficiency and business productivity.
• Knowledge of workflow automation platforms such as Microsoft Power Automate or similar technologies.
• Experience creating dashboards, reports, and executive-level business presentations.

Core Competencies

• Professionalism, integrity, and sound judgment.
• Exceptional customer service orientation and stakeholder management skills.
• Strong written and verbal communication abilities.
• Ability to work independently while collaborating effectively across teams.
• Initiative, adaptability, and continuous learning mindset.
• Excellent organizational and time-management skills.
• Strong attention to detail and proactive problem-solving capabilities.
• Digital fluency with a demonstrated ability to leverage AI and emerging technologies responsibly and effectively.
• Commitment to innovation, continuous improvement, and operational excellence.

Work Environment 

• Primarily office-based environment with hybrid and remote collaboration responsibilities.
• Significant computer and keyboard usage, constituting approximately 80-90% of work activities.
• Occasional overtime may be required to support business priorities, deadlines, and company events.
  Limited travel may be required (up to 10%).
• May require after-hours and/or emergency support during business continuity events and company emergencies (up to 20%).

AI and Technology Expectations
This position is expected to embrace emerging technologies and AI-enabled solutions that improve business outcomes. The successful candidate will demonstrate the ability to responsibly utilize approved AI tools to enhance productivity, support executive decision-making, automate routine tasks, and improve the overall effectiveness of administrative operations while maintaining compliance with company policies and data governance standards.