ADMINISTRATIVE ASSISTANT TO DISTRICT MANAGER

Gresco Utility Supply, Inc.; Nashville (TN); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Retirement plans (401(k) and pension)

Educational assistance

Paid time off (PTO)

Job summary

Gresco Utility Supply, Inc. is seeking an experienced administrative professional to support the District Manager and division with a range of office duties, travel coordination, and communications.

The role involves coordinating meetings, preparing reports, assisting HR and accounting tasks, and supporting special events and vendor activities within a dynamic, team-focused environment.

Qualifications

• High school diploma or equivalent required.
• Some college or equivalent business experience preferred.
• Strong computer skills in Word, Excel, and Outlook.
• Excellent communication and organizational abilities.

Responsibilities

• Coordinate, direct and oversee administrative support functions for the District Manager and division per personnel.
• Coordinate schedule, travel arrangements, registrations for DM.
• Monitor/assist with e-mail and other correspondence for DM.
• Distribute meeting minutes/notes for DM.
• Coordinate employee incentive programs for DM.
• Maintain division calendar and employee leave calendar.
• Draft/distribute correspondence to division personnel, vendors/manufacturers, and customers.
• Purchase cakes/flowers/meals/gift baskets/gift cards/tickets for employees and customers.
• Coordinate and maintain safety meeting records.
• Complete reports and special reports for customers, vendors, and manufacturer meetings as requested.
• Develop PowerPoint presentations for DM and Account Managers.

Skills

Strong communication

Microsoft Office

Organizational skills

Team leadership

Deadline-driven

Education

High school diploma

Some college or business experience

Tools

Word

Excel

Outlook

Job description

Join a team that's hardworking, passionate, and dedicated to making a difference. At Gresco Utility Supply, we believe in empowering our people to deliver exceptional service and expertise to the hundreds of electric utilities we serve across the Southeast.

A career with Gresco means more than just a job—it's an opportunity to grow, collaborate, and make an impact. We value professionals who share our passion and promise of service, integrity, and commitment. Every day, our team works diligently to help our customers succeed, and we reward that dedication with a supportive, rewarding work environment.

About Gresco:

• Privately owned and headquartered in the southeastern U.S.
• Serving the utility industry for over 65 years
• Trusted partner to 100+ customers across the U.S.

Benefits you'll enjoy:

• Some of our benefits include medical, dental, and vision insurance, life and disability insurance, retirement plans (401(k) and pension plans), educational assistance, and paid time off (PTO).

Organization Relationships

Reports to: District Manager

Reporting Jobs: None

Contacts inside: District Manager, Customer Service Manager, daily contact with Inside Sales Representatives, Account Managers, Warehouse Manager/Personnel, Receptionist, Purchasing, various corporate personnel and other division offices.

Contacts outside: frequent contact with vendors and customers.

Purpose

To serve/assist the District Manager and division personnel with a multitude of tasks to better serve the customers.

Role and Responsibilities

ADMINISTRATIVE

• Coordinate, direct and oversee administrative support functions for the District Manager and division per personnel:
• Coordinate schedule, travel arrangements, registrations for DM
• Monitor/assist with e-mail and other correspondence for DM
• Distribute meeting minutes/notes for DM
• Coordinate employee incentive programs for DM
• Maintain division calendar and employee leave calendar
• Draft/distribute correspondence to division personnel, vendors/manufacturers, and customers
• Purchase cakes/flowers/meals/gift baskets/gift cards/tickets for employees and customers
• Coordinate and maintain safety meeting records
• Complete reports such as Pre-Invoice Edit Report, Division Sales reports, Manufacturer POS reports, Open Order/Invoice Hold/Back Order reports, and special reports for customers, vendors, and manufacturer meetings (as requested)
• Develop PowerPoint presentations for DM and Account Managers

EVENT PLANNING

• Management and planning of special events, meetings, training classes and employee functions, both on- an and off-site, such as: Expo, Showcase, etc., Gresco customer outings, Association meetings, customer product training programs, monthly sales meetings, holiday luncheons, employee training programs, and manufacturer/vendor luncheons
• Assist with Gresco special meetings if applicable

MARKETING

• Develop and distribute product and services brochures/flyers
• Coordinate registrations, displays, and materials for trade shows & association meetings
• Coordinate EMC Annual Meeting gifts for DM
• Coordinate division sponsorship for customer events (golf tournaments, clay shoots, etc.)
• Work with Marketing on promotional items
• Customer/employee newsletter submissions

HUMAN RESOURCES

• Approve employee leave requests for DM
• Assist with employee timesheet functions as needed for inside sales, purchasing and warehouse
• Assist with various HR forms such as new hire paperwork or material, etc.
• Assist HR Department with employee meetings and training, if needed

ACCOUNTING

• Process monthly expense report for DM and division credit card
• Assist DM with expense report approval for division personnel
• Assist with credit card renewals, vehicle registrations, insurance cards, etc.

Invoices/check requests for division

Employee mileage/expense reimbursements

Complete Asset Requisition forms for division

Assist DM with division budget

Nature and Scope

This position requires a person to be experienced in office administration with excellent organizational and communication skills and have a working knowledge of Microsoft Office programs. Must be able to handle deadlines, prioritize workload, establish both short- and long-term goals, and work independently in a timely and cost-effective manner. Confidentiality is a must.

Required Knowledge and Experience

EDUCATION/KNOWLEDGE AND EXPERIENCE

REQUIRED (minimum required job-related knowledge):

• High school diploma or equivalent
• Some college or equivalent business experience
• High level of accuracy
• The ability to supervise, work as a team, and lead others
• Strong computer skills in Word, Excel, and Outlook
• Strong math skills and effective communication skills

PREFERRED:

• 5-10 years of experience in office administration
• Marketing, communications, and event planning experience

Working Conditions

Normal office working conditions. Stress level varies depending on volume of workload. Prolonged periods of sitting at a desk and working on a computer. Must be able to lift 15 pounds at times. Working hours 8:00 a.m. to 5:00 p.m., Monday through Friday with one hour for lunch. May be subject to work outside the above stated hours as required by Management.

Gresco Utility Supply, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.