Sr Executive Assistant to the VP

Consumers Energy•Jackson, MI

6d•Hybrid

About The Position

The Senior Executive Assistant to the Vice President (VP) is responsible for providing confidential administrative support to a VP. The incumbent performs a range of administrative duties for the VP ranging from and including, managing individual and organization calendars and schedules, making travel arrangements and preparing expense reports. Apply independent judgement and extensive knowledge of the policies, processes and procedures of the operations assigned to the VP. Responsible for prioritizing emails and phone calls, gathering documentation in preparation for meetings and coordinating the organization of regular meetings and the Vice President's communications. We are seeking a highly organized and proactive Executive Assistant who excels at supporting senior leadership in a fast-paced environment. This role requires strong judgment, exceptional communication skills, and the ability to manage multiple priorities while maintaining a high level of professionalism and confidentiality. The successful candidate will coordinate complex calendars, prioritize competing requests, and anticipate scheduling needs to support executive effectiveness. They will prepare and manage executive communications, meeting materials, presentations, and leadership events, ensuring seamless execution and follow-through on key actions and commitments. This role requires the ability to build productive relationships across all levels of the organization, collaborate effectively with internal and external stakeholders, and coordinate work across diverse teams. A strong project management mindset is essential, including the ability to track deliverables, manage deadlines, improve processes, and create operational efficiencies. Candidates should demonstrate business acumen, an understanding of organizational priorities, and the ability to anticipate needs and identify opportunities to enhance effectiveness. Proficiency with Microsoft 365 applications, including Outlook, Teams, PowerPoint, Excel, OneNote, and other digital collaboration tools, is required, along with a willingness to learn and adopt new technologies. The ideal candidate is dependable, adaptable, and solutions-oriented, with the ability to exercise discretion, manage changing priorities, and contribute to a productive and organized work environment.

Requirements

Bachelor's Degree in Business or related with 4 years of prior professional administrative experience
Associate's Degree in Business or related with 6 years of prior professional administrative experience
High School Diploma with 8 years of prior professional administrative experience
Proficiency with Microsoft 365 applications, including Outlook, Teams, PowerPoint, Excel, OneNote, and other digital collaboration tools
Ability to exercise discretion, manage changing priorities

Nice To Haves

Strong project management mindset
Business acumen
Understanding of organizational priorities
Ability to anticipate needs and identify opportunities to enhance effectiveness
Willingness to learn and adopt new technologies
Dependable, adaptable, and solutions-oriented

Responsibilities

Serve as primary resource between internal and external contacts.
Screen incoming phone calls, inquiries, visitors, correspondence and handle accordingly.
Maintain calendar schedules for the VP.
Review e-mails and other correspondence to determine significance and respond appropriately.
Track completion of required training for VP, including direct staff, to align with corporate deadlines.
Escalate employee concerns to the appropriate person/department for handling.
Facilitate annual HR process; Cascade department goals and objectives to VP direct reports, Performance Evaluations for VP direct reports, department merit cycle allocations, reward and recognition requests.
Coordinate and prepare materials for presentations and meetings.
Prepare memos and letters and other related documents as needed.
Research and prepare reports; provide summaries to provide conclusions and recommendations for solution of operational and administrative problems.
Review contracts, Statements of Work, purchase requestions memorandums of change and ensure correct policies and processes were followed and all edited versions are accurate, error free and proper document routing was applied.
Proof and edit reports, documents and meeting materials to identify and resolve problems prior to submission.
Arrange on-site and off-site meetings including meeting space, accommodations, catering, IT assistance, create agendas and provide supplies and printed materials.
Coordinate Teams Live Events and provide Producer training, edit videos from Teams Live Events to provide recaps and distributions.
Co-lead planning and make recommendations for department co-worker webcasts and summits.
Run VP's Daily Operation Reporting meetings and leadership meetings and provide support in VP's absence.
Register the VP for conferences and prepare necessary materials such as itineraries and agendas.
Coordinate corporate travel including air flights, ground transportation service and hotel accommodations in accordance with policy.
Attend monthly budget meetings with other budget owners; assist with managing the budget.
Process and/or prepare invoices, budget estimates, requisitions, contracts and other financial documents relating to department activities.
Collect receipts, calculate mileage, prepare reports for submission.
Review and approve expense reports of VP’s direct staff.
Support the VP by reviewing and approving internal invoice requests.
Establish and provide training on expense report process.
Provide support for VP direct reports.
Create regular reports/documents and update internal databases including SharePoint/MS Teams/OneNote.
Administration of department business activities including updating metrics, tracking training, weekly/monthly resume items and review and approval of timesheets.
Primary resource for department administrative assistants for institutional knowledge, coaching and training.
Order office supplies and technology items as needed.
Perform onboarding for new hires and Offboarding for individuals leaving the company.
Review practices and procedures of the operations and recommend improvements such as workflow, reporting procedures or expenditures.
Create internal surveys as a tool to gather data regarding internal processes.
Provide guidance regarding policies and procedures.
Assist with long- and short-term department planning to include development and maintenance of project milestones and timelines, scheduling cross organization meetings, and cascading project objectives, status and updates to leadership team and stakeholders.
Other duties as assigned or may be necessary.