Administrative Assistant

SHORT DESCRIPTION:

The Administrative Assistant provides high-level administrative, technological and organizational support to one or more executive(s) of TECO Peoples Gas System.

PRIMARY DUTIES AND RESPONSIBILITIES:

Indirectly reporting to the Executive Assistant's, this position will provide administrative support of day to day needs including but not limited to:

1. Perform and coordinate office administrative activities such as scheduling meetings, meeting set-up/clean-up, reserving conference rooms, arranging refreshments and meals, reserving and setting up audio-visual equipment, prepare and distribute agenda.

2. Serve as department coordinator by ordering and mainlining supplies, as well as contact with outside vendors for maintaining and updating office equipment.

3. Make travel and lodging arrangements as requested, including airline ticketing, hotel accommodations, ground transportation, conference registration, reconciling and processing receipts, etc. This includes keeping VPs informed of all details, changes, etc.

4. Provide project support for reporting Director and VP functions as needed.

5. Perform additional duties and responsibilities as assigned by Executive Assistants to support administrative needs.

6. Prioritize daily work assignments to seeking level of importance to meet established deadlines.

7. Other duties as assigned by the organization.

Responsible for managing calendars, prioritizing work, and scheduling meetings to ensure the smooth, efficient operation of the office environment. This position requires seasoned judgment, poise and people skills, a strong sense of ownership, attention to detail and must be able to communicate by personal contact, in writing and by telephone effectively, professionally

RELATIONSHIPS:

Key Internal: Maintain effective working relationships with all levels of management, Board of Directors, and team members.

Key External: Interacts with customers, external visitors, community leaders, elected officials at the local, state and federal levels and other business-related contacts.

QUALIFICATIONS:

Education

Required: Valid High School diploma

Preferred: Associate's degree from an accredited college

Licenses/Certifications

Preferred: Certified Administrative Professional (CAP) designation through an administrative professional organization

Experience

Required: A minimum of 5 years work related experience required; and at least 1 year experience providing administrative support to senior-level management.

Preferred: 5 years progressive administrative experience and 2 years utility environment experience.

Knowledge/Skills/Abilities (KSA)

Required: Integrity is of the utmost importance in handling confidential and sensitive materials. Must be proficient in the use of computer software including MS Office Word, Excel and Power Point. Proficient in the use of standard office equipment, including audio-visual technology, personal computers, printers, fax machines, scanners and multi-line telephones. Excellent interpersonal and communications skills. Ability to prepare correspondence in a clear, organized and concise manner, using proper grammar, and spelling. Ability to use good judgment, prioritize work assignments and maintain effectiveness when handling multiple job tasks. Must be self-motivated and able to work independently with little to no supervision. Must be efficient and meet deadlines.

COMPETENCIES:

Takes Ownership and Acts with integrity

Drives Operational Excellence with Customers

Builds Strong Collaborative Relationships

Cultivates Innovation and Embraces Change

Things Strategically and Exercises Sound Judgement