Operations Administrator, Assistant to the President

Organization: Southeast Energy Efficiency Alliance

Closing Date: April 23, 2024

A.  Position Description

 

The Administrator supports SEEA across all departments and teams, providing essential support to the President while regularly interacting with staff, internal and external partners, and stakeholders. This role is pivotal in ensuring the seamless functioning of daily operations and delivering high-level support to the President. We seek a versatile individual capable of managing various tasks, from coordinating operational processes to providing executive-level assistance.

 

The Administrator oversees all office management/operations, administrative processes, and related logistics to ensure efficient, cost-effective, and fluid functioning. They are also responsible for improving operational and administrative systems and processes and implementing best practices to increase satisfaction, decrease costs, and maximize organizational efficiencies.

This position reports directly to the President.

 

B.  Essential Duties and Responsibilities 

 

Operational Efficiency

• Collaborate with the team to ensure smooth communication and workflow.
• Oversee office policies, coordination, documentation management, and storage, including IT processes and new staff onboarding; Communicate office and administrative policies and process changes.
• Support logistics for team meetings, events, retreats, recognition efforts, etc.
• Maintain and update organizational databases, ensuring accuracy and completeness of information.
• Generate reports and assist in data analysis for internal and external purposes.
• Oversee physical aspects of office including ordering supplies, coordinating repairs, managing the function of printers and laptops, mail distribution, and building access.
   

 

Executive Support

• Function as the point of contact between the President and internal/external stakeholders; Manage the President’s schedule, including appointments, meetings, and travel arrangements.
• Prioritize and coordinate commitments to optimize the President’s time, screen and prioritize emails, phone calls and correspondence.
• Prepare and edit briefing documents, correspondence, and visually powerful presentations and reports for the President.
• Provide communications and logistics support for the SEEA Board of Directors meetings/events.
• Attend meetings as requested and manage note function and follow-up activities.
• Manage sensitive information with confidentiality, discretion, and professionalism.

 

Board of Directors Coordination

• Implement logistics for Board and related meetings (correspondence, committee recruitment, on-site logistics, creating board materials, orientation, managing follow-up activities, etc.).
• Establish board and committee meeting schedules/due dates in collaboration with the President.
• Maintain BOD/SEEA action items tracker to ensure a seamless process/successful completion.
• Assist the President with Board recruitment and orientation logistics, as needed.

 

Key Collaborator

• Cultivate and maintain positive relationships with staff, internal and external partners, and stakeholders.
• Support team scheduling, training, and planning to orient new staff, build team morale, engage the staff, partners, and support SEEA team events.

 

C.   Qualifications
 

 

• Minimum 3-5 years' experience.
• Bachelor's degree in a relevant field or equivalent operations and administration management experience (e.g., office management, executive or operations support).
• Demonstrated expertise in managing confidential information with discretion and professionalism.
• Strong attention to detail, excellent organizational skills, superior time and project management.
• Expertise in software and office management tools, including Microsoft Office products (Word, Excel, PowerPoint, Outlook), Google Office products and various video conferencing technologies is required; Experience creating dynamic and visually powerful presentations and communications.
• Excellent written, interpersonal, and verbal communication skills and an ability to communicate effectively, professionally, and efficiently with board, industry partners, and team members.
• A proactive, positive collaborator who takes initiative to juggle myriad competing responsibilities to move forward on parallel timelines while working to support a cross-functional, collaborative team; also, able to improve processes and achieve better outcomes through streamlining processes, utilizing resources and enhanced collaboration.
• Strong critical thinker who takes the initiative to complete tasks and can find solutions and identify, propose, and implement them successfully.
• Adaptable and flexible to respond to changing circumstances and a willingness to adjust approach and priorities to support the team and president.

 

D.  Classification & Compensation

 

• This is a full-time, exempt salaried position based in SEEA’s office in Atlanta, Georgia, and may require some travel. This role involves supporting the President, which may require occasional evening or weekend availability. SEEA offers a hybrid work schedule with at least two weekly in-office workdays.
• The salary for the Operations Administrator/Assistant to the President begins in the upper $60k range. Compensation is flexible and based on the candidate's experience and skills. SEEA offers competitive compensation based upon qualifications and overall expertise.
• Successful applicants must demonstrate their legal status to work in the United States.
• As a federal contractor, SEEA requires all employees to complete their COVID-19 vaccination series or have an approved exception to the requirement due to a medical condition or sincerely held religious belief. Therefore, successful candidates for this position must submit vaccination documentation or be approved for an exception before their first day of employment. Failure to provide proof of full documentation or receipt of an approved exception will lead to the withdrawal of the job offer.
• SEEA is an equal-opportunity employer. We are committed to creating an environment that supports and advances diversity, inclusion, equity, and accessibility. All qualified applicants for employment will be considered without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, Veteran status, or other legally protected characteristics.

 

E.   How to Apply

•  Qualified candidates may apply by submitting a cover letter and resume to SEEA’s BambooHR platform here: Operations Administrator, Assistant to the President Please, no emails or calls. Please view this and other job opportunities at Southeast Energy Efficiency Alliance (seealliance.org)
• Candidates considered for interviews must provide three professional references and may be asked to provide examples of previous work or respond to assessments. 

About SEEA

 

The Southeast Energy Efficiency Alliance (SEEA) is a 501(c)(3) nonprofit organization based in Atlanta, Georgia. Established in 2007, SEEA is the only regional energy efficiency organization serving eleven states across the Southeast and island territories. SEEA ensures people have the knowledge, resources, and opportunities to use energy more efficiently. We advance effective state, local, and utility policies, support the implementation of strong building energy codes, expand the availability and access to resources to address energy efficiency in buildings, and support equitable engagement in energy planning processes across all communities.

 

SEEA's Cuture & Benefits

 

SEEA offers a highly collaborative and supportive work environment to allow employees to be authentic, learn, grow, and demonstrate their leadership abilities. We are committed to fostering an environment of transparency and trust that will enable us to learn from one another and incorporate diversity, inclusion, and equity in all we do.

 

Because we work with a broad selection of stakeholders to address complex and evolving issues, all employees receive training on collaborative leadership, including the dimensions of trust, facilitating powerful and productive meetings, collaborative problem-solving, and stakeholder identification and engagement.

 

Additionally, employees receive the following benefits:

• Fifteen (15) days of paid time off, four (4) floating holidays, and seven (7) paid holidays annually.
• End-of-year office closure (December 24 through January 1)
• Comprehensive medical, dental, and vision insurance benefits
• 401(k) retirement plans with organizational match and immediate vesting (up to 4%)
• Paid parental maternity and parental leave.
• Monthly mobile phone stipend and transit stipend ($35 each per month)
• Flexible work schedule and hybrid office setting with at least two in-office days per week.
• Continuing education and professional development opportunities and support