Administrative Assistant 3

Immediate W2 contract position available in Birmingham, AL.

Estimated Duration:12 months

Job Description / Desired Qualifications:

• The Administrative Assistant will support the Power Delivery Data Analytics Teams across the Company.
• Provide expert-level administrative support and leadership to the team, leveraging over 11 years of experience to ensure seamless operations and enhance organizational efficiency.
• Independently manage calendars, schedules, and appointments for team members, optimizing time management and prioritizing critical tasks.
• Lead the coordination and organization of high-profile meetings, conferences, and events, including all logistics, agendas, and follow-up actions, with meticulous attention to detail.
• Prepare, edit, and review complex documents, reports, presentations, and correspondence, demonstrating an advanced level of proficiency in Microsoft Office Suite and other relevant software.
• Conduct in-depth research, gather, and analyze data, and compile comprehensive reports to support strategic decision-making and planning.
• Handle highly sensitive and confidential information with utmost discretion and professionalism, always maintaining a high level of confidentiality.
• Oversee budget management, expense tracking, and financial reporting, ensuring accuracy and compliance with organizational policies.
• Act as a primary point of contact for internal and external stakeholders, providing exceptional communication and interpersonal support.
• Outstanding communication and interpersonal skills, with the ability to interact effectively with diverse stakeholders.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

Job Duties & Responsibilities:

• Invoice Reconciliation: Handle invoice reconciliation, ensure proper supporting documentation, create PO revisions, process invoice holds, and communicate with contract administrators.
• Onboarding Support: Assist with onboarding new employees
• Calendar & Timekeeping: Manage calendars, assist with timekeeping, and provide general administrative support.
• Meeting Coordination: Schedule and set up meetings and lunches.
• Expenses: Help with various expense reports as needed.
• Office Management: Order office supplies, distribute mail, and support the overall needs of the floor.
• Team Support: Proactively assist other administrative assistants, coordinate coverage, and provide backup as needed.
• File Management: Maintain orderly and organized files, adhere to retention schedules, and archive departmental files.

Education:

• High School Diploma or equivalent required.

Preferred Experience:

• Experience in invoice processing.
• Familiarity with accounting software (Oracle is a plus).
• Experience in timekeeping.
• Prior work with Company is a plus.
• Experience in a fast-paced environment.

Knowledge, Skills & Abilities:

• Accounting/auditing knowledge and skills.
• Self-directed with strong initiative.
• Organizational skills with the ability to multitask.
• Time management to meet deadlines.
• Analytical skills for continuous/process improvement.
• Strong oral and written communication.
• Detail-oriented.
• Interpersonal skills with a customer-focused approach.
• Proficient computer skills.

Software Proficiency:

• Required: Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Desired: Advanced Excel skills (pivot tables, reports, etc.).
• Preferred: Enterprise Solutions (Maximo, MRS, Oracle).

Behavioral Attributes:

• Maintain a professional demeanor and confidentiality with sensitive information.
• Demonstrate flexibility and adaptability to changing priorities with a sense of urgency.
• Handle multiple tasks and requests from other departments effectively.
• Work collaboratively in a team environment with diverse disciplines and backgrounds.
• Exercise independent judgment and discretion with minimal direction.
• Exhibit a positive attitude and commitment to excellent customer service.
• Self-motivated, strategic thinker, and problem solver.

If you already have a resume on file with The E Group and would like to be considered for this position, simply email your note of interest to The E Group at [email protected].

Why Choose The E Group? We are an award winning firm recognized for having an outstanding reputation with our clients and employees. All contractors are eligible for full group health and dental benefits, 401K with matching, and various insurances. Generous living expenses are given to help those who relocate or have duplicate housing. Unique Perks available to those assigned in Birmingham, Alabama: Fully Furnished Townhomes available on a first come, first served basis; complimentary on-site banking available to all.

For immediate consideration simply attach your resume to this posting or email your resume to [email protected]. All applicants will receive feedback once position closes.