EXECUTIVE ASSISTANT

The purpose of this position is to provide advanced-level administrative support to the Vice President of Virginia Natural Gas. The incumbent will be required to instill confidence and trust by proactively identifying administrative needs and ensuring they are met. The incumbent in this position identifies ways to create administrative efficiencies throughout the company. The position is also responsible for fulfilling certain operational aspects of the business unit including assembling and distributing management materials and coordination of administrative duties.

Job Responsibilities & Accountabilities by Competency

Functional Expertise

Schedules appointments and maintains calendar for the Vice President and other management roles as required

• Performs supporting role in operational support across the Vice President’s organization.

• Compiles and organizes sensitive data/discovery requests

• Opens and reviews executive mail and takes appropriate action

• Handles various confidential legal documents/contracts for execution by the executives

• Screens and prioritizes tasks and phone calls and responds according to the level of priority

• Sets up and maintains Vice President and other management roles filing systems

• 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 Vice President, as well as other management roles

• Coordinates purchasing card activities; reviews and reconciles purchasing card expenses; enters into Oracle for payment processing.

• Provides administrative support for Vice President’s Organization

• Responds to and organizes requests for signatures

Business Acumen:

• Anticipates and takes initiative on issues that arise that involving President and management roles

• Schedules and maintains calendar; schedules internal and external meetings; coordinates rescheduling to meet business demands and time constraints; ensures President fulfills business and personal meeting obligations.

• 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.

• Processes confidential information; maintains confidentiality

• Develops standard and ad-hoc reports; analyzes and summarizes data for management use.

• Proactively recommends systems and approaches to ensure the department is run efficiently

Engagement:

• Communicates process improvements to all affected parties to ensure adherence

• Provides excellent customer service to all employees

• Serves as liaison for addressing internal client inquiries; researches, resolves, and responds to inquiries with minimal guidance.

Driving Results:

• Regularly monitors all common areas to ensure that they are equipped with the necessary supplies

• Compiles monthly key performance metrics and monthly operational reports for key managerial functions.

• Provides supplemental support as needed during peak periods of operational activity

Qualifications

Education, Certifications/Licenses:

Required:

• HS Diploma with 3 years’ experience supporting a Director

OR

• Bachelor’s Degree in Business or Office Administration

Preferred:

• 5-7 years experience supporting a Vice President or above

Applicant may possess a combination of equivalent education and work experience.

Specific Skills & Knowledge:

Required:

• 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 and written communication skills

• Keen sense of responsibility in managing other’s schedules

• MS Word - intermediate proficiency

• MS PowerPoint - intermediate proficiency

• MS Excel - intermediate proficiency

• Oracle or similar systems (PeopleSoft Financials, SAP, etc.) - intermediate proficiency

• Time management skills

Working Conditions/Physical Requirements:

• Ability to work at a computer at least 4 hours a day

• This position does not require travel

• This position occasionally requires prolonged standing or walking

• This position occasionally requires incumbent to reach above shoulder level

• The position occasionally requires incumbent to bend, kneel, crouch or crawl

• This position requires the ability to lift up to 10 pounds

• The incumbent works in an office environment with a hybrid schedule

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.

Southern Company Gas provides for the energy needs of over four million U.S. households and businesses. As the largest natural gas-only distribution company in the United States, we're working to ensure that Americans have access to a supply of clean, safe, reliable and affordable natural gas for decades to come. We offer our customers a wide range of energy services under one umbrella: seven regulated utilities as well as non-regulated businesses that offer retail, wholesale and storage services.

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: 3989

Job Category: Administrative & Clerical

Job Schedule: Full time

Company: Virginia Natural Gas