Administrative Asst 2 4P/361

4P Consulting Inc.; Birmingham (AL); On-site; USD 40,000 - 55,000; Full time

Job summary

A consulting firm in Birmingham, AL is seeking an experienced Administrative Assistant to support department operations. In this role, you will manage calendars, travel arrangements, and various administrative tasks, ensuring efficiency and professionalism. The ideal candidate should have 3+ years of administrative experience, strong skills in Microsoft Office, and a proactive approach to problem-solving.

Qualifications

• Minimum of 3+ years of administrative support experience, preferably at the director or manager support level.
• Strong computer skills with proficiency in Microsoft Office Suite.
• Prior experience with Oracle and/or Maximo strongly preferred.

Responsibilities

• Manage the Director’s calendar and travel arrangements.
• Support departmental calendars, meetings, and event coordination.
• Maintain filing systems and office supplies.

Skills

Organizational skills

Time management

Verbal communication

Written communication

Proactive problem-solving

Education

High School Diploma

College coursework or degree preferred

Tools

Microsoft Office Suite

Oracle

Maximo

Job description

Administrative Assistant 2

Location: Birmingham, AL.

Contract- 6 Months

Client- Alabama Power

Position Overview

The Administrative Assistant role is essential to ensuring smooth department operations by managing scheduling, travel, expense reporting, purchasing, and general administrative tasks. The ideal candidate will be proactive, detail-oriented, and capable of working independently while maintaining professionalism and confidentiality.

Key Responsibilities

• Executive & Department Support

  • Manage the Director’s calendar, travel arrangements (air, hotel, car, meals), and expense reconciliations.

  • Support departmental calendars, meetings, and event coordination, including catering, logistics, and room setup.

  • Provide backup support to other administrative personnel when needed.

• Administrative Operations

  • Perform departmental timekeeping using Oracle PaySource.

  • Reconcile expense reports using Oracle Expense.

  • Process purchase requests, check requests, and reconcile invoices.

  • Maintain filing systems, office supplies, breakroom needs, and coordinate office maintenance.

  • Oversee PCs, laptops, copiers, printers, and other departmental equipment.

• Documentation & Record Retention

  • Maintain department records and manage retention efforts in alignment with Southern Company requirements.

  • Support the preparation of presentations, reports, and correspondence.

  • Ensure compliance with Southern Company administrative, accounting, and regulatory procedures.

• Other Duties

  • Serve as point of contact for internal/external stakeholders.

  • Provide ad hoc administrative support assignments as directed.

Qualifications

• Education

  • High School Diploma or equivalent required.

  • College coursework or degree preferred.

• Experience

  • Minimum of 3+ years of administrative support experience, preferably at the director or manager support level.

  • Strong computer skills with proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, SharePoint, OneNote).

  • Prior experience with Oracle and/or Maximo strongly preferred.

  • Experience in an office environment supporting large departments or leadership teams.

• Knowledge, Skills & Abilities

  • Strong organizational and time management skills; ability to prioritize and multi-task.

  • Excellent written and verbal communication skills.

  • Ability to exercise discretion, confidentiality, and sound judgment.

  • Strong interpersonal skills; able to work with employees at all levels of the organization.

  • Demonstrated initiative and proactive problem-solving.

Behavioral Attributes

• Positive attitude and strong ethical standards.

• Professional and service-oriented demeanor.

• Flexible and adaptable to changing priorities.

• Team player with the ability to build strong relationships across the organization.

• Detail-oriented with commitment to accuracy and timeliness.