Administration Assistant & Marketing Coordinator - Largo, FL

Hubbell; United States; On-site; USD 55,000 - 75,000; Full time

Job summary

Hubbell Incorporated seeks an organized administrative professional to support the Vice President/General Manager of Protection and Controls Division (Beckwith Electric & EIG). Role includes scheduling, travel planning, expense reporting, meeting coordination, and cross-functional support across Beckwith and EIG staff.

Strong MS Office skills and confidentiality are essential. Experience in office administration, the ability to manage multiple priorities, and proactive communication will help

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; willing to learn Visio.
• Experience with Concur and SAP desired.

Responsibilities

• 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.
• Coordinate meetings and onsite events; receive visitors and arrange refreshments.
• Make travel arrangements for VPGM; prepare and submit expense reports.
• Maintain files and distribute incoming mail; screen calls for VPGM.
• Oversee CRM database and generate monthly BU metrics.

Skills

Excellent communication

Organization & planning

Independent work

Confidentiality

Multitasking

Office administration

Education

High School Diploma

BA degree desired

Tools

MS Office Suite (Outlook, PowerPoint, Excel, Word)

Visio

Concur

SAP

Job description

Job Overview

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

#LI-KR1

A Day In The Life

Essential Duties and Responsibilities

• 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.
• IEC TC95/MT4 meeting arrangements and coordination.
• As needed for committee meetings, provide editorial support for VPGM in reviewing committee documents (word, excel and Visio), keep track of comments and comment resolution spread sheets. 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 in getting support with 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 providing help with planning and arranging company events.
• Assist HR as needed 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 show and demonstrate on a consistent basis, initiative, professionalism, drive for results, and knowledge within the organization.
• 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.
• Experienced with personal computer or other related equipment, as required.
• Ability to lift and move office supplies weighing up to 15 pounds.

Hubbell Incorporated

Hubbell creates critical infrastructure solutions that power our customers, communities, people and the planet. Our company is strategically aligned around enabling grid modernization and electrification. As more products plug in to an aging grid, Hubbell solutions enable the transition to a more reliable, resilient and efficient energy infrastructure. Founded in 1888 our innovation has made us a leading global manufacturer of high quality electrical and utility solutions enabling customers to operate critical infrastructure reliably and efficiently.

The company operates in two segments. Hubbell Utility Solutions (HUS) enable the grid to conduct, communicate and control energy across utility applications and Hubbell Electrical Solutions (HES) are essential to managing power across a wide range of industries and applications. Our vertical market solutions can be applied to markets including Data Centers, Renewables, Commercial Buildings, Industrial, Telecom and Transportation. Supporting both of our business segments is our corporate and Hubbell Unified Business Solutions teams that provide consistent process, tools technologies across our businesses.

We are committed to operating sustainably and ethically while promoting an inclusive and supportive culture for our people to grow and develop in their careers. Our employees proudly work and serve our communities from our headquarters in Shelton, CT, across the United States and around the globe.

Hubbell Utility Solutions

Hubbell Utility Solutions (HUS) enable the grid to conduct, communicate and control energy across utility applications. HUS provides the critical components that allow the grid to reliably transmit and distribute energy, as well as the communications and controls technologies to make the grid smarter and more flexible.

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.