Sr Executive Assistant to VP

Consumers Energy is Michigan’s largest energy provider, delivering natural gas and/or electricity to millions of residents. This position is not eligible for immigration sponsorship. Please consider sponsorship requirements before applying.

Location
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This is a hybrid (virtual/onsite) position with required onsite days on Monday, Tuesday and Thursday at the One Energy Plaza headquarters in Jackson, MI. The selected candidate must be within a commutable distance or willing to relocate (relocation package is available for those who qualify).

The Senior Executive Assistant to the Vice President (VP) provides confidential administrative support to a VP. The incumbent manages calendars and schedules, makes travel arrangements, prepares expense reports, applies independent judgment, and uses extensive knowledge of policies and procedures for the VP’s operations. Responsibilities include prioritizing emails and phone calls, gathering documentation for meetings, and coordinating regular meetings and the VP’s communications.

This position will support our VP of Human Resources.

• Serve as primary resource between internal and external contacts. Screen calls, inquiries, visitors, and correspondence; maintain the VP’s calendar; review emails and determine significance; track completion of required training for the VP and direct staff; escalate employee concerns to the appropriate person/department.
• Facilitate annual HR processes; cascade department goals and objectives to VP direct reports; manage performance evaluations for VP direct reports; oversee department merit cycle allocations; handle reward and recognition requests.
• Coordinate and prepare materials for presentations and meetings; prepare memos and letters; research and prepare reports; provide summaries with conclusions and recommendations; review contracts, Statements of Work, purchase requests, memorandums of change; ensure policies and processes are followed and documents are accurate and properly routed; proof and edit reports and materials.
• Arrange on-site and off-site meetings, including space, accommodations, catering, IT assistance; prepare agendas and materials; coordinate Teams Live Events, provide Producer training, and edit videos for recaps; support department webcast planning; run VP’s daily operation reporting meetings and leadership meetings; assist in VP’s absence; register the VP for conferences and prepare itineraries and agendas; coordinate corporate travel per policy.
• Attend monthly budget meetings with budget owners; assist with budget management; process and/or prepare invoices, budget estimates, requisitions, contracts, and other financial documents; collect receipts, calculate mileage, and prepare reports; review and approve expense reports for the VP’s direct staff; support VP in reviewing and approving internal invoice requests; establish and provide training on the expense report process.
• Provide support for VP direct reports; create regular reports/documents; update internal databases (including SharePoint/MS Teams/One Note); administer department activities including updating metrics, tracking training, resume items, and timesheet approvals; serve as a primary resource for department administrative assistants for knowledge transfer and coaching.
• Order office supplies and technology items as needed.
• Perform onboarding for new hires and offboarding for departing employees.
• Review practices and procedures; recommend improvements such as workflow and reporting procedures; create internal surveys to gather data; provide guidance on policies; assist with long- and short-term department planning including milestones and timelines and cross-organization meetings.
• Other duties as assigned.

• Ability to organize and prioritize multiple tasks.
• Excellent verbal and written communication skills.
• Good interpersonal skills.
• Proficiency in Microsoft Office Suite, with advanced Excel skills; ability to learn new software.
• Ability to use and navigate HCMs, Docu Sign, Service Now, Access Now.
• Ability to manage multiple projects with meticulous…