Administrative Assistant 2

MEMPHIS LIGHT GAS & WATER; Memphis (TN); On-site; USD 34,000 - 52,000; Full time

Job summary

MEMPHIS LIGHT GAS & WATER is seeking an Administrative Assistant II who reports to the Vice President. Provide confidential executive administrative support to multiple VPs, manage inquiries, and maintain critical documents.

Responsibilities include preparing forms, reports, and contracts; assisting with area budgets; maintaining highly confidential files; and performing general office duties while coordinating with internal teams and external contacts.

Qualifications

• High school diploma or GED plus 2 years of college/business school with a major in Office Administration or related area.
• Must have a minimum of 8 years' experience as a secretary.

Responsibilities

• Act as liaison for the Executive with other departments and external contacts generally of an important or sensitive nature.
• Handle internal/external employee/customer complaints, requests and inquiries; answer inquiries and questions and/or refer to appropriate departments; project positive image of the Executives' offices to the public and customers.
• Prepare/verify various forms, reports, minutes, contracts, resolutions, etc.; assist in preparation of area budget; compile/maintain and monitor highly confidential files, information and working papers.
• Notify various departments of information, directives and instructions from the President & CEO and/or Executive.
• Perform general office activities which entail receiving/screening visitors; relieving Executive of any general routine duties and advising of office/procedural problems and other matters that need attention.
• Operate Division vehicle and office equipment.
• Perform other duties as directed.

Education

High school diploma or GED plus 2 years of college in Office Administration

Job description

Administrative Assistant II reports to the Vice President. Provide confidential intermediate-level executive administrative/secretarial assistance to the Vice President of Human Resources, Vice President and CTO, Vice President of Customer Care, Vice President of Engineering and Operations, and Vice President of Construction and Maintenance; handle internal/external complaints, requests and inquiries; refer questions to other departments when needed; and prepare office reports.

ESSENTIAL FUNCTIONS:

Act as liaison for the Executive with other departments and external contacts generally of an important or sensitive nature. Handle internal/external employee/customer complaints, requests and inquiries; answer inquiries and questions and/or refer to appropriate departments; project positive image of the Executives' offices to the public and customers. Prepare/verify various forms, reports, minutes, contracts, resolutions, etc.; assist in preparation of area budget; compile/maintain and monitor highly confidential files, information and working papers such as matters currently under consideration by the President & CEO and/or Executive staff; notify various departments of information, directives and instructions from the President & CEO and/or Executive. Perform general office activities which entail receiving/screening visitors; relieving Executive of any general routine duties and advising of office/procedural problems and other matters that need attention. Stay abreast of current status of plans, directives and activities; and assist at special Division functions. Operate Division vehicle and office equipment. Perform other duties as directed.

EDUCATION

High school diploma or General Education Development (G.E.D.) plus 2 years of college or business school with a major in Office Administration or related area.

EXPERIENCE

Must have a minimum of 8 years' experience as a secretary.

ADDITIONAL INFORMATION

Must have successfully completed appropriate Clerical/Secretarial and Training Programs for promotional progression. Works in office under good conditions. Subject to occasional kneeling, bending, stooping, crouching, reaching, light lifting and standing for long periods of time while filing and obtaining office supplies; and occasional eye fatigue and sitting for long periods of time while working on computer. Physical Demands: Requires sedentary work involving standing or walking for brief periods, exerting up to 20 pounds of force on a regular basis; and some dexterity in operating office equipment. The position requires normal visual acuity and field of vision, hearing and speaking abilities. THIS LIST OF ESSENTIAL FUNCTIONS IS NOT EXHAUSTIVE AND MAY BE SUPPLEMENTED AS NECESSARY.