Administration Assistant & Marketing Coordinator - Largo, FL

Hubbell Incorporated; Largo (FL); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Equal Employment Opportunity

Job summary

Hubbell Incorporated in Largo, Florida is seeking an Administrative Support professional for the Vice President/General Manager. The role includes scheduling meetings, arranging travel, and providing support to staff members. The ideal candidate should have a High School Diploma, experience in office administration, and proficiency in MS Office.

Candidates must demonstrate strong communication skills, the ability to maintain confidentiality, and possess excellent organization and problem-solving capabilities. The role offers a chance to work in a dynamic environment with opportunities for growth.

Qualifications

• Minimum High School Diploma; BA degree desired.
• Experience in Office Administration/Management desired.
• Experience with MS Office Suite required (Outlook, PowerPoint, Excel, and Word).

Responsibilities

• Provide administrative support to the VPGM.
• Schedule meetings and make travel arrangements.
• Coordinate meetings and onsite events as needed.
• Maintain files and screen calls for the VPGM.

Skills

Effective communication

Office Administration

Organizational skills

Problem-solving

Confidentiality

Education

High School Diploma

Bachelor's degree

Tools

MS Office Suite

Concur

SAP

Job description

Job Overview

Provide Administrative support to the Vice President/General Manager (VPGM) of the Protection and Controls Division, which includes Beckwith Electric (Beckwith BU) and Electro Industries GaugeTech (EIG BU). Also provide administrative support to multiple staff members of both BUs as needed.

A Day In The Life

Essential Duties and Responsibilities include the following. Other duties may be assigned:

• Record and distribute minutes for Beckwith Electric & EIG monthly staff meetings.
• Follow up with team on staff meeting action items.
• Schedule meetings for the VPGM and other staff members as needed.
• Work closely with the assigned leadership team to ensure effective communication, effective team dynamics and optimal workflow.
• Make all travel arrangements for VPGM (flights including seat selection, hotels, car rental, restaurant suggestions, etc.).
• Prepare expense reports for VPGM and submit them.
• Make travel arrangements/process expense reports as needed for other staff members.
• Timely payment of professional dues for IEEE, IEC and CIGRE.
• Work with staff members of Beckwith and EIG to collect and compile KPI metrics (AIMS) for each department and generate BU metrics for reporting at monthly staff meetings.
• Apply advanced skills/procedures to a variety of time-sensitive report-oriented tasks.
• As needed, assist with more complex research and investigation; may prepare analyses of information.
• Coordinate meetings and onsite events as needed: receive visitors, arrange refreshments, order and set up lunches.
• Arrange IEC TC95/MT4 meeting arrangements and coordination.
• For committee meetings, provide editorial support for VPGM in reviewing committee documents (Word, Excel and Visio), keep track of comments and comment resolution spreadsheets, and distribute documents to committee members.
• Prepare presentations, spreadsheets, and reports as requested.
• Assist and alert VPGM of deadlines, overdue items, workflow, etc.
• Keep contact names and numbers for various corporate services and help VPGM obtain support from the appropriate person.
• Communicate with VPGM while he is out of office and appraise him of any activities that need immediate attention.
• Participate in meetings and projects, as needed.
• Maintain files as required.
• Distribute incoming mail.
• Screen calls received for VPGM; route phone calls or take messages as needed.
• Chair Business Unit's Community Outreach Group.
• Assist HR by planning and arranging company events.
• Assist HR with coordination of quarterly Town Hall meetings.
• Assist Marketing department with various aspects of the annual Beckwith Protection & Controls Seminar (hotel arrangements, vendors, set up, etc.).
• Assist Marketing department with business unit level trade shows/conferences including staffing, product, and literature.
• Oversee the CRM database to ensure opportunities are followed up on timely and provide reports to various regions of records needing attention.
• Provide literature and give-a-ways to remote staff outside channel representatives.

What will help you thrive in this role?

Education

• Minimum High School Diploma; BA degree desired.
• Experience in Office Administration/Management desired.
• Experience with MS Office Suite required (Outlook, PowerPoint, Excel, and Word). Willing to learn Visio.
• Experience with Concur and SAP desired.

Skills and Experience

• Ability to communicate effectively orally and in writing.
• Ability to observe strict confidentiality in all aspects of services provided, disclosing information only on a need‑to‑know basis.
• Proven ability to demonstrate initiative, professionalism, drive for results, and knowledge within the organization consistently.
• Excellent organization and problem‑solving skills.
• Possess an engaging and approachable style for interaction with internal and external employees/customers.
• Ability to work independently.
• Sound decision‑making skills and take necessary actions.
• Maintain composure during stressful situations.
• Manage multiple tasks simultaneously.
• Experience with personal computer or related equipment as required.
• Ability to lift and move office supplies weighing up to 15 pounds.

Equal Employment Opportunity

Hubbell Incorporated, its subsidiaries and affiliates, is an EO Employer AA: M/F/Veteran/Disability. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, sexual orientation, gender identity or any other protected class.

The above summary of position responsibilities and requirements is not intended, and should not be construed, to be an exhaustive list of duties, skills, efforts, physical requirements, or working conditions associated with the position. It is intended to be an accurate reflection of those principal position elements essential for making decisions related to position performance, employee development, and compensation.