Job Description

Administrative Assistant to Director Public Relations

Category

Administrative

Job Location

4980 Bayline Drive, North Fort Myers, Florida

Tracking Code

786-376

Position Type

Full-Time/Regular

JOB TITLE: Administrative Assistant to Director Public Relations

Location: North Fort Myers, FL

Work Hours: Monday - Friday 8:00 - 5:00 (May involve certain functions/activities outside of standard business hours).

Our benefits include:

• Company-wide annual incentive plan
• Medical, vision and dental insurance
• 401(k) plan with a generous 6% company match
• Company funded Pension Plan
• On-site wellness/medical facility
• Company paid Short & Long-Term Disability insurance
• Health Savings Account with an employer contribution
• Flexible Spending Accounts
• Paid time off and paid holidays
• Wellness program with financial rewards
• Group life insurance
• Critical Illness and Accident Insurance

LCEC provides reliable, cost-competitive electricity to more than 245,000 members throughout a five-county service territory located in Southwest Florida.We employ approximately 460 skilled employees and are one of more than 900 electric distribution cooperatives located throughout the United States.LCEC has been recognized locally and statewide as an industry leader and continually receives acknowledgment for the work that our employees do in the community along with other civic, environmental and professional honors.

Position Summary: Under the direction of the Director of Public Relations, this position is responsible for assuring essential, responsive, and comprehensive service to the Director of Public Relations and Public Relations Department. The main focus areas for this position are administrative office management, budget management, PR accounting, vendor and advertising agreements, community outreach support, and process improvement.

Position Responsibilities

• PUBLIC RELATIONS SUPPORT:
  • Support the Director of Public Relations and the division with all administrative support functions and all duties assigned.
  • Serve as the liaison between the PR division and internal and external customers providing excellent administrative and customer service and coordinating requests through resolution.
  • Foster effective working relationships with employees and customers at all levels within LCEC and externally.
  • Ensure smooth operations, productive communications, and effective understanding during all interpersonal contacts.
  • Serve as United Way support for the PR Department and assist with all United Way and Corporate Social Responsibility events and efforts.
• BUDGET/FINANCE:
  • Manage, develop and track PR division budget, including but not limited to:
  • Prepare the annual budget for PR department review.
  • Coordinate the information gathering process from internal customers, advertising vendors and suppliers, and corporate social responsibility and event sponsorships and environmental award budget requests.
  • Manage the processing of vendor quotes, requisitions and invoice reviews.
  • Develop and maintain tracking spreadsheets and utilize various internal tools for tracking and reporting results on a monthly, quarterly and annual basis.
  • Research and explain budget variances.
  • Work closely with the accounting department to ensure the general ledger accurately states the PR budget and expenses.
  • Update quarterly budget metrics.
  • Act as the PR financial gatekeeper for all vendor requests, renewals, and invoices. Prepare and submit purchase requisitions, expense reports, company credit card (procard) reconciliations, and check requisitions as required. Verify the accuracy of vendor invoices and follow up as necessary.
• COMMUNITY AND VOLUNTEER EFFORTS:
  • Manage the PR and Community calendar and schedule appointments, as requested. Assist the PR division with meeting planning and scheduling, as requested. Record and transcribe meeting notes as requested.
  • Assist with management of the PR private and public SharePoint site and PR files including all current and previous budget spreadsheets, vendor agreements, correspondence, and invoices. Continually improve and streamline the PR administrative and budgeting processes.
  • Provide administrative assistance, including preparing, editing, and proofreading general correspondence, documents, newsletters, reports, etc. for the PR department and other departments across the organization.
  • Contribute editorial content to communication channels including but not limited to newsletters, social media, website, LINUS, and news publications as needed.
• CONTINUOUS PROCESS IMPROVEMENT:
  • Identify process enhancements and propose proactive solutions for the PR division.
• PLANNING/ADMINISTRATION:
  • Coordinate and assist with event planning and meeting coordinator responsibilities for PR meetings, corporate-wide events, and corporate social responsibility activities (scheduling, correspondence, logistics, vendor/sponsor contracts, PowerPoint presentations, etc.)
  • As the travel and training coordinator for the PR division, process registration requests, make airline reservations and hotel arrangements, and provide travel policy to PR team. Follow up with PR team upon completion for accurate expense reports and approval processing.
  • Inventory, track, and order office supplies, publications, and special items; utilizing department budget. Maintain adequate supplies for the PR division.
  • Maintain promo item supply inventory and organize in orderly manner. Provide support for distribution of promo items as needed for internal and external events including raffle or auction prizes and swag for corporate social responsibility efforts.
• EMERGENCY RESPONSE:
  • Be available 24/7 during emergency response situations.

Education

• High School Diploma or equivalent. (Required)
• Associate's degree Business Administration, Communication, Public Relations, or other related field or equivalent combination of education and work experience in a business environment. (Required)
• Bachelor's Degree Business Administration, Communication, Public Relations, or related course of study. (Preferred)

Experience

• 2+ to 5 Years Progressively responsible experience in a professional support position or executive level administrative assistant level. (Required)
• 2+ to 5 Years Previous experience with or knowledge of verbal presentations and event planning. (Required)
• 5+ to 7 Years Experience working with communication technology to include applications such as Share Point, file shares, Acrobat Pro, and basic graphic design programs such as Publisher, Canva, or Venngage, photography, and social media. (Required)
• 2+ to 5 Years Accounting experience developing and tracking a company and/or department budget or similar experience. (Preferred)
• 2+ to 5 Years Writing experience for correspondence or publications. (Preferred)
• 5+ to 7 Years Experience in office environment. (Preferred)

Knowledge, Skills, and Abilities

• Strong proficiency with Microsoft Office Professional Suite to include Word, Excel, Outlook, PowerPoint and Share Point. (Required)
• Strong organizational skills and the ability to work in a fast-paced environment with demonstrated ability to manage multiple tasks and demands. (Required)
• Ability to work independently and proactively with proven problem solving and analytical ability. (Required)
• Ability to work in a team environment within the division and across the organization. (Required)
• Ability to interface with all levels in the organization with a high level of interpersonal skills to handle sensitive and confidential situation and to coordinate information and deadlines internally across the organization and externally. (Required)
• Ability to facilitate communication through social media channels including posts, blogs, and response. (Required)
• Excellent verbal and written communication skills and diligence in communicating with internal and external customers. (Required)
• Willingness to be involved in corporate social responsibility through volunteerism. (Required)

Physical Demands and Working Environment: The physical demands and working environment characteristics described here must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical Demands: Standing Frequently,
  Walking Frequently,
  Sitting Frequently,
  Lifting Frequently up to 25lbs
  Carrying Occasionally,
  Pushing Occasionally,
  Pulling Occasionally,
  Climbing Rarely,
  Balancing Rarely,
  Stooping Occasionally,
  Kneeling Occasionally,
  Crouching Occasionally,
  Crawling Rarely,
  Reaching Occasionally,
  Handling Occasionally,
  Grasping Occasionally,
  Feeling Rarely,
  Talking Constantly,
  Hearing Constantly,
  Repetitive Motions Frequently,
  Eye/Hand/Foot Coordination Frequently.
• Working Environment: Occasionally Air-conditioned office environment, Occasionally Extreme cold, Occasionally Extreme heat, Rarely Humidity, Rarely Wet, Occasionally Noise, Rarely Hazards, Rarely Temperature Change, Rarely Atmospheric Conditions, Rarely Vibration.

STORM DUTY REQUIREMENTS.... Responding to storms will be considered a condition of employment: LCEC provides critical services to our community during an emergency. Employees may be required to participate in the response/recovery activities related to emergencies/disasters to maintain service to our LCEC members. Employees are required to work in their normal job duties or other assigned activities. Proper compensation will be made in accordance with the company's guidelines and procedures.

Please note that at the time a candidate is made a job offer, the candidate will be subject to a background check and a drug screening.

#J-18808-Ljbffr Lee County Electric Cooperative, Inc.

Job Tags

Holiday work, Full time, Temporary work, Work experience placement, Flexible hours, Monday to Friday,

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