Entergy

Administrative Assistant - Transmission

New Orleans, LA

About This Job

Posting End Date: 01/27/2022

This position will be filled as an Administrative Assistant I, II, III based on qualifications and experience of the selected candidate.

JOB SUMMARY/PURPOSE:

This position will coordinate all administrative functions and provides multifaceted administrative support to department management and staff. Responsibilities typically include assisting with the creation of contract requisitions, processing and verifying of invoices, scheduling appointments, coordinating incoming mail, maintaining the calendar, making travel arrangements, arranging meetings, etc. Responsibilities also may include running and tracking projects and programs associated with senior management administrative support, accurately producing a variety of reports and presentations using the appropriate software for word processing, graphics, and spreadsheets, preparing and/or updating functionally related reports and records, developing and/or participating in special projects.

JOB DUTIES/RESPONSIBILITIES:

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Provide secretarial and administrative support to Staff and Managers.

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Manage calendar, schedule events, travel arrangements, departmental meetings, and arrange conference calls.

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Manage correspondence and routine documents and presentations given minimal direction. Prepare documents, spreadsheets, presentations, interoffice correspondence, and copies.

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Manage administrative affairs of the department including invoice processing, supply equipment procurement, training records, etc.

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Handle multiple assignments, work within deadlines, and maintain confidentiality of departmental issues.

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Be proactive in forwarding work issues to the appropriate managers/supervisors.

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Inventory upkeep and ordering of supplies.

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Assist with the coordination of storm related activities.

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Creating requisitions for contracts, forwarding to appropriate parties for final signatures.

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Assisting with the timely processing and verifying of invoices.

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Keeping track of records /document retention hard files and electronic.

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Safety – arranging/coordination of safety meetings for the group and making sure the office environment is safe.

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Arranging periodic staff meetings, capturing meeting minutes, and action items.

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Completes a broad variety of administrative task for the managers including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential, arranging complex and detailed travel plans.

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Record keeper for files within the departments span of control.

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Supports staff in issues resulting from equipment malfunction to either repair the issues or contact the appropriate remedy representative.

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Prioritize conflicting needs; handles matters expeditiously, proactively follows through on items to successful completion often with deadline pressures.

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Responsible for Vendor contract maintenance not limited to tracking spending ceiling limits, payment submission and end date extensions.

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Highly resourceful team player, with the ability to also be extremely effective independently.

MINIMUM REQUIREMENTS

Minimum Education:

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Typically requires vocational training, apprenticeships, or the equivalent experience in related field (not typically required to have a four-year degree).

Minimum Experience:

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Administrative Assistant I: 0 - 2 years

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Administrative Assistant II: 2 - 4 years

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Administrative Assistant III: 4 - 6 years

Minimum Knowledge, Skills, and Abilities:

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Must have typing ability.

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Must be proficient in MS office tools – Word, Excel, and PowerPoint, etc.

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Requires good customer services experience.

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Requires the ability to maintain confidentiality.

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Preferred:

+ Strong organizational skills that reflect ability to perform and prioritize task with strong attention to detail. + Very strong interpersonal skills and the ability to build relationships with all members across the organization. + Expert level of written and verbal communication skills. + Requires strong computer and internet research skills specifically PowerPoint and excel. + Ability to handle confidential information with discretion, be adaptable to various competing demands. + Demonstrate ability to achieve high performance goals and meet deadline in a rapidly changing environment. + Experience with SharePoint a plus.

Any certificates, licenses, etc.:

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Must be EEI SASS Test Recommended.

Candidates selected to take the SASS Test will be invited via e-mail. MONITOR YOU SPAM/JUNK EMAIL FOLDER.

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Please note on your resume if you are SASS recommended.

#LI-DNI

Primary Location: Louisiana-New Orleans Job Function: Professional FLSA Status: [[customString3]] Relocation Option: No Relocation Offered Union description/code: [[customString5]] Number of Openings: 1 Req ID: 119019 Travel Percentage:Up to 25%

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