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Senior Staff Assistant
4 months ago
Administers, with minimum guidance, the activities of the Chief Operating Officer, the Vice President of Engineering, and Engineering management and staff. Provides support to the COO, VP of Engineering, Engineering management, and staff which spans a diverse set of ongoing and ad hoc administrative duties.
Communicates, using multiple channels, with the CEO office, Group/Staff Executives and Managers, Associates, EMC Managers, and others, on an as needed basis. Independently plans and coordinates day-to-day activities of the COO's office including correspondence, meetings, travel arrangements, ground transportation, as well as setting up internal and external meetings, as required.
Develops and maintains a professional working relationship with other staff assistants. Communicates and coordinates with other staff assistants to ensure that all administrative and secretarial duties are performed in accordance with corporate policies and procedures. Provides administrative and secretarial assistance to the GSOC Board of Directors and other external groups or individuals, as requested. Ensures accuracy and completeness of correspondence and other written materials. Accuracy as well as a wide degree of creativity and autonomy is expected.
Must be familiar with or possess the capacity to learn and understand a variety of system operations concepts, practices, and procedures. Relies on experience and judgment to plan and accomplish the goals of the COO office and to ensure an efficient and professional office environment is maintained. Analyzes office procedures and develops, recommends, and implements plans to improve and maintain office efficiency. Manages confidential information with discretion and operates with latitude for independent initiative and judgment. Prepares accurate expense accounts following corporate procedures and guidelines as well as other ad hoc or recurring reports as required. Assists with budget planning, budget management and cost tracking. Coordinates and oversees record management and document management system(s). Attuned to business continuity plan and related tests, updates or action required within System Operations.
Position Duties:
- Performs administrative and secretarial functions for the COO, the VP of Engineering, Engineering management and staff - including, but not limited to: schedule coordination, appointments, travel arrangements, training and conference registration, conference calls, meeting requests, filing, invoice processing, ordering office supplies, conference room reservations, department tasks, as required. Also provides backup for other Executive Assistants when needed.
- Independently plans, schedules, and coordinates agendas, logistics, and participates in a variety of meetings.
- Assist in preparing various analytical projects involving information for GSOC Board of Directors, EMC Managers, and staff meetings.
- Prioritizes, creates, types, and proofs a variety of correspondence, forms, and reports to ensure timely and accurate production, often statistical in nature. Ensures that all work products, including outgoing correspondence and materials, meet corporate standards and that appropriate approvals have been obtained.
- Serves as a point of contact for System Operations. Performs other administrative duties as assigned.
Required Qualifications:
Education: Associate's Degree in Business or related field.
Experience: Four to six years of secretarial and administrative experience with general knowledge of management.
Equivalent Experience: High school or GED with six to ten years secretarial and administrative experience.
Specialized Skills:
- Ability to manage confidential information with discretion.
- Strong verbal and written communication skills.
- Ability to compose letters, memoranda, and minutes with correct grammar, spelling, and punctuation.
- Excellent organization and time management skills.
- Skilled in taking and transcribing dictation, accurately and with reasonable speed of a variety of materials, including correspondence and minutes.
- Microsoft Office Suite proficiency (MS Word, Excel, PowerPoint.)
- Good analytical skills.
- Knowledge of organization structure and operations.
- Must be able to multitask, prioritize, and work within deadlines.
Licenses/Certifications: Certified Professional Secretary
Georgia System Operations Corporation is an Equal Employment Opportunity Employer, including veterans and disabled. We are a drug-free workplace. All applicants are subject to substance abuse testing.
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