Sr Administrative Assistant

Consumers Energy•Jackson, MI

8d•Onsite

About The Position

The Senior Administrative Assistant is responsible for day-to-day administrative functions for a department, overseeing and coordinating office activities and performing routine, complex, and diverse administrative duties for department leaders. The role handles sensitive and confidential information, serves as a source of information for internal and external customers about policies, procedures, programs, and office activities, and resolves inquiries regarding operations and services. The position supports the Senior Executive Director of High Voltage Distribution (HVD) and the HVD team, which is responsible for engineering, operations, and project execution for lines, substations, system protection, and the metro system across the Consumers Energy service territory. The role also serves as a trusted business partner to the Senior Executive Director, providing proactive executive support through calendar management, travel coordination, meeting administration, strategic planning support, and leadership coordination. The successful candidate will exercise sound judgment, anticipate needs, manage competing priorities, and help align the executive’s time with organizational priorities. The position requires discretion, adaptability, professionalism, and effectiveness in a fast-paced environment with frequent schedule changes, as well as confidence interacting with senior leaders, employees, customers, community stakeholders, and external partners. This is an onsite position. The preferred location is the Parnall Office in Jackson, Michigan, though other locations may be considered with frequent travel to Jackson. The selected candidate must live within commuting distance of the assigned work location or be willing to relocate. Statewide travel is required based on business needs. The role is not eligible for current or future immigration sponsorship, including H-1B or TN sponsorship, and cannot employ candidates using CPT, OPT, or STEM OPT.

Requirements

Associate degree in related studies and at least four years of experience in an administrative assistant role; or high school diploma or GED and at least six years of experience in an administrative assistant role.
Written and verbal communication skills.
Organizational and time-management skills.
Ability to analyze situations and resolve complex issues.
Ability to organize and prioritize multiple assignments.
Ability to use various computer software programs at an advanced level.
Ability to independently assess competing requests and make sound recommendations regarding executive time and focus.
Ability to interact confidently and professionally with senior leaders, stakeholders, and employees at all levels.
Ability to remain effective when priorities, travel plans, and schedules frequently change.
Ability to manage a high volume of meetings, deadlines, and commitments.
Ability to communicate clearly and professionally in verbal and written interactions.
Ability to maintain discretion and professionalism when handling sensitive information.
Ability to anticipate needs, identify potential issues, and act proactively without detailed direction.
Must reside within commuting distance of the assigned work location or be willing to relocate.
Must be able to travel statewide based on business needs, including frequent travel to Jackson if assigned to another location.
Must not require current or future immigration sponsorship for a work visa; candidates using CPT, OPT, or STEM OPT are not eligible.

Nice To Haves

Experience supporting utility, energy, engineering, operations, or construction leaders.
Experience coordinating executive-level meetings and strategic planning activities.
Experience preparing executive presentations and meeting materials.
Project coordination or project management experience.
Experience working in a fast-paced operational environment.
Demonstrated experience managing complex calendars and travel schedules.
Strong proficiency with Microsoft Office Suite, Outlook, Teams, PowerPoint, Excel, and Word.
Experience with Microsoft Copilot or similar digital tools and automation.

Responsibilities

Oversee and coordinate office workflow and administrative activities.
Receive and resolve routine and complex inquiries and correspondence from internal and external phone calls, emails, letters, and other communications.
Manage multiple department calendars as needed and serve as liaison between the department and other administrative units.
Compose correspondence and other written materials.
Develop PowerPoint presentations and Excel spreadsheets as required, and peer-review documents for quality before final production or distribution.
Maintain inventory of supplies.
Analyze information to resolve administrative issues and communicate solutions.
Recommend improvements to department operations.
Provide training and assistance to other staff in the department.
Oversee employee onboarding and offboarding.
Provide supervision, guidance, and assistance to lower-level support staff on administrative policies, procedures, and functions as needed.
Participate in coordinating, preparing, and completing special projects.
Research and gather data, summarize findings, and prepare reports that may include recommendations.
Plan, schedule, and coordinate logistics for meetings, conferences, and special events; take meeting minutes as required and represent the department in assigned meetings.
Participate in committee meetings, including agenda planning and scheduling.
Assist the department leader with financial duties, including monitoring, reviewing, and reconciling expenses and invoices related to meetings, conferences, and other department expenditures.
Coordinate travel arrangements, including vehicle transportation, itineraries, and related travel requests.
Provide proactive executive support through calendar management, travel coordination, meeting administration, strategic planning support, and leadership coordination.
Independently assess competing requests and make recommendations regarding executive time and focus.
Anticipate executive and department needs, identify potential issues, and take proactive action.
Perform other duties as assigned or necessary.