Sr Executive Assistant to the VP

Consumers Energy•Jackson, MI

60d•Hybrid

About The Position

The Senior Executive Assistant to the Vice President provides confidential administrative support to a VP, applying independent judgment and extensive knowledge of the policies, processes, and procedures of the VP’s operations. The role manages calendars and schedules, travel arrangements, expense reports, communications, meeting preparation, and coordination of regular meetings. It supports senior leadership in a fast-paced environment by managing competing priorities, anticipating scheduling needs, preparing executive communications and meeting materials, coordinating leadership events, and following through on actions and commitments. The position also builds relationships across the organization, works with internal and external stakeholders, coordinates across diverse teams, tracks deliverables and deadlines, improves processes, and supports operational efficiency. Candidates need business acumen, discretion, adaptability, strong communication and organizational skills, and proficiency with Microsoft 365 applications and digital collaboration tools. This is a hybrid position with required onsite work Monday, Tuesday, and Thursday at One Energy Plaza in Jackson, Michigan. The selected candidate must be within commuting distance or willing to relocate; a relocation package is available for candidates who qualify. The position is not eligible for current or future immigration sponsorship, and candidates with CPT, OPT, or STEM OPT are not eligible.

Requirements

Bachelor’s degree in Business or a related field and 4 years of prior professional administrative experience, or an Associate’s degree in Business or a related field and 6 years of prior professional administrative experience, or a high school diploma and 8 years of prior professional administrative experience.
Proficiency with Microsoft 365 applications, including Outlook, Teams, PowerPoint, Excel, and OneNote, and other digital collaboration tools.
Strong organization, communication, judgment, and discretion, including the ability to manage multiple priorities and changing demands while maintaining professionalism and confidentiality.
Ability to coordinate complex calendars, prioritize competing requests, and anticipate executive scheduling needs.
Ability to build productive relationships across organizational levels and collaborate with internal and external stakeholders and diverse teams.
Project management mindset, including tracking deliverables, managing deadlines, improving processes, and creating operational efficiencies.
Business acumen and understanding of organizational priorities; ability to anticipate needs and identify opportunities to enhance effectiveness.
Dependability, adaptability, a solutions-oriented approach, and willingness to learn and adopt new technologies.
Must be within commuting distance of One Energy Plaza in Jackson, Michigan, or willing to relocate.
Must not require current or future immigration sponsorship; CPT, OPT, and STEM OPT candidates are ineligible.
Ability to work onsite Monday, Tuesday, and Thursday as part of the hybrid schedule.

Responsibilities

Serve as the primary resource between internal and external contacts; screen calls, inquiries, visitors, and correspondence and handle them appropriately.
Maintain the VP’s calendar and review email and other correspondence for significance and appropriate response.
Track required training completion for the VP and direct staff, escalate employee concerns to the appropriate person or department, and support corporate deadline compliance.
Facilitate annual HR processes, including cascading department goals and objectives to the VP’s direct reports, performance evaluations, merit-cycle allocations, and reward and recognition requests.
Prepare and coordinate presentation and meeting materials, memos, letters, reports, and other documents; research issues and provide summaries, conclusions, and recommendations.
Review contracts, Statements of Work, purchase requisition memorandums of change, and related documents to ensure policy compliance, accuracy, and correct routing; proofread and edit submissions.
Arrange onsite and offsite meetings, including venues, accommodations, catering, IT assistance, agendas, supplies, and printed materials.
Coordinate Teams Live Events, provide producer training, edit event videos for recaps and distribution, and co-lead planning for department webcasts and summits.
Run the VP’s Daily Operation Reporting and leadership meetings and provide support in the VP’s absence.
Register the VP for conferences and prepare itineraries and agendas; coordinate air travel, ground transportation, and hotel accommodations in accordance with policy.
Attend monthly budget meetings with other budget owners and assist with budget management; prepare or process invoices, estimates, requisitions, contracts, and other financial documents.
Collect receipts, calculate mileage, prepare expense reports, review and approve expense reports for the VP’s direct staff, review and approve internal invoice requests, and provide expense-process training.
Support the VP’s direct reports; create recurring reports and documents; update internal databases, including SharePoint, Microsoft Teams, and OneNote; maintain metrics, training records, weekly and monthly resume items, and timesheet reviews and approvals.
Serve as a resource for department administrative assistants by providing institutional knowledge, coaching, and training.
Order office supplies and technology items as needed.
Conduct onboarding for new hires and offboarding for departing employees.
Review operational practices and procedures and recommend improvements to workflows, reporting, and expenditures.
Create internal surveys to gather information about internal processes.
Provide guidance on policies and procedures.
Assist with short- and long-term department planning, including maintaining project milestones and timelines, scheduling cross-organization meetings, and communicating project objectives, status, and updates to leadership and stakeholders.
Perform other duties as assigned or necessary.