Administrative Assistant - Distribution Control Center

About the role

This position reports to the Distribution Control Center (DCC) Manager. This position currently provides support to approximately 114 employees (including 18 CTRs) in two locations (Atlanta DCC in McDonough, and the Macon DCC in Macon). We will be consolidating into a new work location in Lithia Springs in the middle of 2027 where all employees will be required to work at the new Lithia Springs location.

Responsibilities

• Maintaining Manager’s schedule and calendar
• Serving as receptionist and greeting guests at a restricted access facility and granting entry, as appropriate, to those without credentials
• Processing employee time for multiple employees (~108+)
• Preparing and processing expense statements in a timely manner for multiple employees (~11+)
• Processing invoices in a timely manner
• Adhering to all corporate accounting policies
• Scheduling, planning and coordinating meetings and events, including logistics, agendas, presentations, meals, supplies (both office, kitchen, and snacks), billing, etc.
• Maintaining the schedules for all DCC conference rooms at the ADCC and MDCC and serve as the primary point of contact for all set-up, audio/visual, and catering needs
• Scheduling, setting up and coordinating video conferences and audio conference bridges
• Taking meeting minutes and tracking action items
• Making travel arrangements as needed for multiple employees (~11+)
• Maintaining employee files and other files, some of which could contain confidential or sensitive information
• Filing, faxing, and copying
• Answering phones and taking effective messages for multiple employees
• Ordering and maintaining departmental supplies in both the ADCC and MDCC
• Working with other administrative assistants to organize and maintain supply rooms and copy rooms
• Maintaining S: Drive access, Outlook distributions lists, phone lists and SharePoint sites
• Ensuring that all monthly bills are paid and processed timely
• Ensuring I-9 Processing for new employees
• Providing Interview Facilitating for the DCC team and other groups as needed
• Sorting, opening and delivering department mail
• Researching and preparing presentations, reports and communications
• Coordinating and maintaining various awards
• Supporting and coordinating special projects
• Other department specific requirements, as needed

Requirements

• High School Diploma or Equivalent strongly preferred
• College degree a plus
• Extensive secretarial/administrative experience in a busy, fast-paced environment supporting multiple managers and staff
• Executive or Senior Manager level support in a corporate environment or relevant work experience in a customer service/support role is preferred
• Experience supporting a large, diverse department with multiple needs is highly desired
• Experience managing a senior/executive level calendar, inbox, and incoming calls with minimal distractions to the leader
• Proficiency in scheduling meetings and resolving multiple conflicts through Microsoft Outlook
• Experience with timekeeping, expense reporting, arranging travel, and coordinating meetings, as necessary
• Prior data entry and reporting experience
• Experience taking initiative and being a self-starter in day-to-day responsibilities
• Administrative/clerical certification such as Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) is desired, but not required

Qualifications

• Ability to communicate with a diverse group, including management, engineering, covered, and contract employees
• Highly efficient and ability to handle pressure and manage multiple deadlines well
• Proven ability to initiate, plan, organize, monitor and report on several projects simultaneously
• Professional interactions with executives, managers, peers, department employees, vendors and other business partners
• Confidentially screen emails, upon request, and the ability to proactively prioritize the handling/processing of requests
• Effective listening skills with the ability to identify and understand customer needs
• Excellent planning and organizational skills
• Multi-tasking to organize, prioritize and perform activities in a fast paced, changing environment from multiple personnel at various levels within the department
• Builds strong relationships and works effectively in a team environment
• Utilizes strong problem-solving skills
• Always maintains confidentiality of sensitive information
• Demonstrated proficiency using Microsoft Office products (Word, Excel, Power Point, Access, and Outlook)
• Leverages resources to pull together and provide relevant, appropriate information around business needs/issues, and create effective PowerPoint presentations utilizing such data
• Uses due diligence, sound judgment and decision-making skills, when responding to requests and dealing with confidential information
• Able to learn processes quickly if no direct experience

Skills

• Communication with a diverse group, including management, engineering, covered, and contract employees
• Efficient handling of pressure and managing multiple deadlines
• Initiating, planning, organizing, monitoring, and reporting on several projects simultaneously
• Professional interactions with executives, managers, peers, department employees, vendors, and other business partners
• Confidentially screening emails and prioritizing request handling
• Effective listening and understanding customer needs
• Planning and organizational skills
• Multi-tasking to organize, prioritize, and perform activities in a fast-paced, changing environment
• Building strong relationships and working effectively in a team environment
• Problem-solving skills
• Maintaining confidentiality of sensitive information
• Proficiency in Microsoft Office products (Word, Excel, Power Point, Access, and Outlook)
• Leveraging resources to provide relevant information and creating effective PowerPoint presentations
• Using due diligence, sound judgment, and decision-making skills when responding to requests and dealing with confidential information
• Learning processes quickly if no direct experience

Benefits

For a detailed summary of the benefits offered for this position, please refer to this document.

Pay

The pay for this position is commensurate with experience.

Schedule

The schedule for this position is full-time.