Executive Administrative Assistant - Supply Chain

$65,900 - $99,000/Yr

NiSource - Columbus, OH

Full-time - Entry Level

Columbus, OH

Utilities

About the position

The Executive Administrative Assistant will play a crucial role in supporting the Senior Vice President of Supply Chain and Chief Procurement Officer at NiSource. This position requires a highly organized individual who can manage multiple tasks and priorities effectively. The Executive Administrative Assistant will be responsible for coordinating schedules and activities, ensuring that the executive is well-prepared for meetings and appointments. This includes managing day-to-day and long-term scheduling, balancing conflicting priorities, and ensuring that essential projects are completed on time. The role also involves maintaining budget records, processing expenses, and handling various inquiries through phone, email, and postal mail while maintaining confidentiality. In addition to administrative support, the Executive Administrative Assistant will work collaboratively with team members to gather and assemble information for presentations and strategic planning. The position requires the creation of reports, spreadsheets, and graphs, as well as the preparation of proposals and PowerPoint presentations. The ideal candidate will demonstrate a high level of professionalism, tact, and discretion when interacting with internal and external stakeholders. The role also includes recommending and implementing improved administrative systems and processes, ensuring that both electronic and paper-based filing systems are efficient and effective. Overall, this position is integral to the smooth operation of the Supply Chain department, requiring a proactive approach to problem-solving and a commitment to supporting team and company goals.

Responsibilities

• Assist executive in time management and calendar scheduling, including day-to-day and long-term management of meetings, projects, and priorities.
• Schedule all meetings and travel, prioritizing meetings and communicating all relevant details to participants.
• Balance conflicting priorities to manage workflow, ensure the completion of essential projects, and meet critical deadlines.
• Prepare the executive for upcoming appointments by gathering necessary materials for each meeting.
• Maintain budget records and advise the executive of status.
• Process executive expenses according to established corporate processing guidelines, ensuring timely payment.
• Collaborate with team members to collect and assemble information for presentations, projects, and strategic planning.
• Handle phone, email, and postal mail inquiries, responding appropriately while maintaining confidentiality.
• Provide backup support for co-workers when appropriate and actively support team and company goals.
• Recommend, create, implement, and maintain improved administrative systems, procedures, and processes, including electronic and paper-based filing systems.
• Create reports, spreadsheets, and graphs by obtaining, compiling, and organizing data.
• Prepare proposals and PowerPoint decks for presentations.
• Perform other duties as assigned.

Requirements

• Three (3) years recent project coordination or related administrative support experience.
• High School Diploma.
• Proven organization and time management skills to complete a high volume of varied responsibilities in a fast-paced setting with excellent attention to detail.
• Excellent communication skills (oral and written) with a confident, concise, clear, and compelling style.
• Ability to demonstrate a high level of tact, discretion, and diplomacy with all internal and external stakeholders.
• Ability to maintain confidential/sensitive information.
• Ability to project a professional and positive demeanor and image.
• Skilled in all aspects of planning and project management, able to take an idea from concept to completion.
• Proficiency with Microsoft Office applications including Word, Excel, and PowerPoint.
• Experience in scheduling appointments and updating calendars.

Nice-to-haves

• Associate's or Bachelor's degree from an accredited college or 5-8 years' experience in an administrative support capacity.
• CAP certification a plus (Certified Administrative Professional).
• Strong written and verbal communication skills.
• Ability to create complex slide decks with embedded charts in PowerPoint.