Executive Assistant, COEO

LUMA Energy • Santurce-NEOS, PR

1d • Onsite

About The Position

Provides high-level executive, operational, administrative, and strategic support to the Chief Operational Excellence Officer (COEO) by managing priorities, coordinating executive activities, facilitating communication across stakeholders ensuring organizational alignment and efficient decision-making to maximize the COEO’s productivity and ensure seamless execution of leadership, governance and strategic priorities.

Requirements

• Bachelor’s degree in business administration, Office Administration, or related administrative field.
• 5 to 8 years' experience with functional role responsibilities, with at least 3 years in executive-level administrative support.
• Experience performing presentations, financial calculations involving percentages, expenses or simple financial reports.
• Additional experience may substitute for required education when it aligns with the competencies and knowledge necessary for the role.
• Professionalism & Confidentiality: Represents executives with poise and credibility, handling sensitive information with the utmost discretion, integrity and professionalism.
• Organizational Excellence: Manages complex calendars, travel, meetings, and priorities with precision and efficiency, ensuring seamless executive support.
• Communication Skills: Communicates clearly and effectively—both verbally and in writing—with internal and external stakeholders, often on behalf of senior leaders.
• Proactive Problem Solving: Anticipates needs, resolves issues independently, and adapts quickly to changing priorities or urgent requests.
• Technology & Office Systems Proficiency: Demonstrates strong command of office tools (e.g., Microsoft Office, Teams, Zoom) and maintains organized digital and physical records.

Nice To Haves

• Preferable previous supervisory experience, if not at least two years directing and monitoring the work of others.
• Associate’s degree in a relevant field may substitute when accompanied by a minimum of 8 years of experience performing similar functions and at least 5 years of experience performing a previous in executive-level administrative support role.

Responsibilities

• Manages the COEO’s complex, high-velocity calendar and travel logistics — spanning internal governance forums, field reviews, cross-functional alignment meetings, regulatory sessions, and external stakeholder engagements — by prioritizing commitments based on a working understanding of the COEO’s responsibilities resulting in optimized executive productivity and uninterrupted focus on strategic priorities.
• Serves as the primary intake and triage point for COEO communications by drafting correspondence, executive messages, and internal updates while managing confidential information with exceptional discretion, resulting in accurate, timely information flow and a consistently professional executive presence.
• Supports preparation of presentations, memos, and executive materials by incorporating operational performance data and dashboards to ensure outputs are grounded in current operational intelligence, resulting in clear, data-driven communication that strengthens decision-making and stakeholder confidence.
• Tracks and manages action items emerging from governance forums, quality meetings, portfolio reviews, and executive sessions by monitoring owner accountability and escalating missed commitments, resulting in sustained organizational follow-through and on-time delivery across the COEO’s operating rhythm.
• Processes expense reports, purchase requisitions, and payment invoices by preparing, submitting, and reconciling financial transactions in compliance with company policy, resulting in accurate financial tracking and timely reimbursement in support of the COEO’s office operations.
• Coordinates logistics for on‑site field visits, inspections, quality reviews, and storm readiness activities—critical components of the COEO’s oversight role resulting in seamless execution of field engagements and uninterrupted operational visibility across critical service delivery areas.
• Works in close partnership with the Chief of Staff to coordinate priorities, streamline information flow, and ensure the COEO’s operating rhythm runs smoothly across governance forums, scheduling and planning activities, field‑related logistics, and executive communications.
• Acts as a liaison with stakeholders to streamline communication and maintain strong professional relationships and customer service.
• Follows established company policies, procedures, and standards to ensure full compliance with applicable laws and industry regulations.
• Participates in storm restoration tasks and assigned drills to contribute to the safe and reliable recovery of services.
• Performs additional tasks aligned with role expectations and qualifications to support team goals and operational flexibility.

Benefits

• All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, military status, disability, or any other characteristic protected by federal or local laws.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive