Senior Executive Assistant to the VP

Location:  JACKSON, MI, US

Company:  Consumers Energy

Consumers Energy is Michigan’s largest energy provider, providing natural gas and/or electricity to 6.8 million of the state’s 10 million residents in all 68 Lower Peninsula counties. Consumers Energy knows job number one is to keep the lights on for customers. We are committed to delivering reliable, clean, and affordable energy to our customers 24/7.  

Location 

This is a hybrid (virtual/onsite) position with required onsite days on Monday, Tuesday and Thursday assigned to One Energy Plaza located in Jackson, MI.  

The selected candidate must be within a commutable distance or willing to relocate (relocation package is available for those that qualify). 

General Summary of Job Responsibilities

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, including managing individual and organizational calendars and schedules, making travel arrangements, and preparing expense reports.

The role requires applying independent judgment and extensive knowledge of the policies, processes, and procedures of the operations assigned to the VP. The Senior Executive Assistant is 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.

Essential Duties and Responsibilities

• Arrange on-site and off-site meetings, including meeting space, accommodation, catering, IT assistance, creating agendas, and providing supplies and printed materials.
• Coordinate Teams Live Events, provide Producer training, and edit videos from Teams Live Events for 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 the 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 services, 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, and prepare reports for submission. Review and approve expense reports of the VP’s direct staff.
• Support the VP by reviewing and approving internal invoice requests. Establish and provide training on the expense report process.
• Coordinate and prepare materials for presentations and meetings.
• Prepare memos, letters, and other related documents as needed.
• Research and prepare reports; provide summaries with conclusions and recommendations for solving operational and administrative problems.
• Review contracts, Statements of Work, purchase requisitions, and memorandums of change to ensure correct policies and processes were followed, and all edited versions are accurate, error-free, and properly routed.
• Proof and edit reports, documents, and meeting materials to identify and resolve problems prior to submission.
• Facilitate annual HR processes, cascade department goals and objectives to VP direct reports, performance evaluations for VP direct reports, department merit cycle allocations, and reward and recognition requests.
• Order office supplies and technology items as needed.
• Perform onboarding for new hires and offboarding for individuals leaving the company.
• Provide support for VP direct reports.
• Create regular reports/documents and update internal databases, including SharePoint, MS Teams, and OneNote.
• Administer department business activities, including updating metrics, tracking training, weekly/monthly resume items, and reviewing and approving time sheets.
• Serve as the primary resource for department administrative assistants for institutional knowledge, coaching, and training.
• 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, including the development and maintenance of project milestones and timelines, scheduling cross-organization meetings, and cascading project objectives, status, and updates to the leadership team and stakeholders.
• Serve as the primary resource between internal and external contacts.
• Screen incoming phone calls, inquiries, visitors, and correspondence, and handle them accordingly.
• Maintain calendar schedules for the VP.
• Review emails and other correspondence to determine significance and respond appropriately.
• Track completion of required training for the VP, including direct staff, to align with corporate deadlines.
• Escalate employee concerns to the appropriate person/department for handling.
• Perform other duties as assigned or as may be necessary.

Knowledge, Skills and Abilities

•  Ability to organize and prioritize multiple assignments and priorities in a timely manner.
• Ability to use and navigate HCMs, DocuSign, Service Now, and Access Now.
• Discretion and ability to handle confidential information.
• Excellent verbal and written communication skills.
• Familiarity with graphic design software programs, such as Adobe Photoshop and InDesign.
• Good interpersonal skills.
• Proficiency in Microsoft Office Suite, with advanced-level proficiency in Microsoft Excel.
• Aptitude to learn new software and systems.
• Proven ability to manage multiple projects simultaneously while maintaining strict attention to detail.
• Working knowledge of FERC, MPSC, and CMS Energy company guidelines.

 Education and Experience

• Bachelor's degree in business or a related field with four (4) or more years of prior professional administrative experience.
• OR Associate’s degree in business or a related field with six (6) or more years of prior professional administrative experience.
• OR High school diploma with eight (8) or more years of prior professional administrative experience.

Why should you join our team?

At Consumers Energy, we offer more than just a place to work. We foster a culture that supports career development, growth, and stability, and we take pride in offering our co-workers excellent benefits and compensation packages.

We are deliberately creating an inclusive culture that makes our diverse team of co-workers feel valued, supported, and empowered every day. We're a company made up of thousands of people, all with different stories to share and work to do, but we stand united in our company purpose: world class performance delivering hometown service.

What we offer:

• Competitive compensation packages
• Medical, Dental and Vision
• 401k with company match
• Paid parental leave
• Up to 13 paid Holidays
• Paid time off
• Educational Assistance Program