Administrative Assistant, II, II or IV

Job Summary

Southern Company Gas is seeking a highly organized and proactive Administrative Assistant to provide direct support to the Director of Engineering and the broader Engineering organization. This role is responsible for managing complex calendars, coordinating meetings and travel, preparing materials, tracking action items, supporting expense and purchasing processes, and assisting with department communications and documentation. The ideal candidate is professional, resourceful, responsive, and able to exercise sound judgment while handling sensitive business information. Success in this position requires strong attention to detail, discretion, initiative, and the ability to prioritize effectively in a fast-paced engineering environment.

What You’ll Do

• Provide direct administrative support to the Director of Engineering and the broader Engineering organization.
• Manage calendars, prioritize meeting requests, resolve scheduling conflicts, and ensure leaders have preparation materials in advance.
• Coordinate logistics for engineering meetings, leadership reviews, project meetings, and special events, including room reservations, invitations, agendas, materials, refreshments, and audio-visual needs.
• Arrange travel for the Director of Engineering and designated team members, including transportation, lodging, itineraries, and related logistics.
• Prepare and maintain department documentation, reports, presentations, meeting agendas, and recurring leadership deliverables.
• Track action items, due dates, status updates, and follow-ups to help ensure timely completion of department priorities.
• Manage and reconcile purchasing card activities, invoices, expense reports, and other department expenses in accordance with company policies and procedures.
• Maintain department records, organizational charts, contact lists, project files, SharePoint sites, shared files, calendars, distribution lists, and other team resources.
• Support onboarding logistics, department communications, process improvements, and cross-functional coordination for Engineering initiatives and deliverables.

What You’ll Bring

• High School Diploma, GED, or GED equivalent required. Associate degree in Business Administration, Office Administration, Engineering Technology, or a related field preferred.
• At least 2 years of administrative assistant, executive assistant, or clerical experience supporting a leader, department, or project-based team.
• Experience planning and organizing meetings, coordinating travel, preparing meeting materials, supporting expense reporting, and assisting with department or project logistics.
• Strong organization, time management, coordination, event planning, problem-solving, and decision-making skills.
• Excellent written and verbal communication skills with the ability to communicate effectively across all levels of the organization.
• Demonstrated initiative, sound judgment, professionalism, discretion, and ability to handle confidential information appropriately.
• Ability to manage multiple priorities, meet deadlines, adapt to changing business needs, and recommend practical solutions.
• Intermediate proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Teams, and SharePoint; ability to learn department-specific systems and reporting tools.