Job Description

Who We Are:

GMB Powerline Services pledges to our customers, colleagues, and community members to provide the very best in industry standards for restoring electrical services. We are a family owned and operated organization based out of West Virginia. We service nationwide to help maintain and restore power to the communities we serve. We pull our crews together from our satellite locations to quickly and efficiently answer the call. We give back to our local communities and support our IBEW family. We pull together and work as a team bound together by our mission and values, always striving for operational excellence.

Position Summary:

The Administrative Assistant will play a critical role in ensuring the smooth operation of GMB Powerline Services by providing comprehensive administrative support to the owner and staff. This position requires a proactive, highly organized individual capable of managing multiple tasks and priorities in a fast-paced environment. The Administrative Assistant will be responsible for managing the owner’s calendar, coordinating travel arrangements, and handling day-to-day administrative duties to ensure operational efficiency.

The role involves a variety of duties including booking travel for both executives and field crews, assisting with office management tasks such as organizing company events, maintaining office supplies, and managing documents and other administrative duties as assigned. This position also involves working closely with external contractors and utility companies, fielding and forwarding calls to the appropriate department or contact and assisting with communication between departments. The ideal candidate will have strong interpersonal skills, be highly organized and detail-oriented, self-motivated, exercise professional discretion and maintain a professional demeanor when handling confidential information.

Key duties and responsibilities:

Executive Support

• Organize and manage appointments, meetings, and travel for the company’s owner, ensuring time is well prioritized.
• Book travel arrangements, including flights, accommodations, and transportation, and provide the owner with detailed itineraries.
• Assist in coordinating travel for field crews, ensuring they have necessary accommodations and travel logistics for on-site assignments.
• Serve as the main point of contact for emails, phone calls, and inquiries, routing them appropriately and ensuring timely responses.
• Assist in preparing and editing business documents, reports, and presentations, ensuring accuracy and timely completion.
• Take notes during meetings, summarize key points, and follow up on action items.
• Handle sensitive company information and ensure confidentiality with various types of documentation and communication.

Office Administration

• Maintain physical and digital filing systems, ensuring documents are organized, easily accessible, and updated.
• Track and report office expenses and maintain accurate records of costs.
• Handle communication with external utility companies and contractors.
• Assist with organizing company events, such as holiday parties or team-building activities.
• Organize logistics for office events, client meetings, and team gatherings.
• Order and manage office supplies, ensuring the office remains fully stocked and well equipped.
• Assist in maintaining a clean and organized office environment by ensuring common areas, workspaces, and meeting rooms are tidy, supplies are properly stored, and office equipment is regularly cleaned and maintained.

General Administrative Support

• Perform general office tasks such as photocopying, scanning, faxing, and maintaining office equipment.
• Receive, sort, and distribute incoming mail, packages, and shipments.
• Ensure the proper functioning of office equipment, arranging repairs as necessary.
• Provide administrative assistance to other departments when needed, helping with various tasks to keep operations running smoothly.
• Other duties as assigned.

Minimum Education Requirements & Experience Qualifications:

• High School Diploma or Equivalent Required.
• Minimum of 1+ year in an administrative support role.

Preferred Education Requirements & Experience Qualifications:

• AA or Trade certification or work experience equivalent
• Two+ years in an administrative support role. Experience in executive support or office management is a plus.

Technical Skills

• Strong organizational and multi-tasking skills with the ability to prioritize and manage time effectively.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• High proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) required. Must be advanced user of Microsoft Word, Outlook and Teams.
• Basic knowledge of project management tools and office equipment maintenance.
• Ability to learn and adapt to new technologies and systems.
• Professional discretion

Job Type: Full-Time, Hourly (Non – Exempt) Overtime Eligible

Benefits:

• Paid Time Off
• Paid Sick Days
• Paid Holidays
• Health Insurance Options
• Life Insurance Options
• 401(k) Plans

Physical Requirements:

• Ability to sit or stand for extended periods of time.
• Occasionally lift up to 25 pounds.
• Ability to perform repetitive tasks such as typing, filing, and using office equipment.

Schedule:

• Varies Due to Nature of Industry (M-F)
• Occasional Weekend Hours Required

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