Senior Executive Assistant: Global Calendars & Briefings

NextGenEnergyJobs; Oregon (WI); On-site; USD 85,000 - 115,000; Full time

Job summary

Energy Solutions is seeking an experienced Executive Assistant to support senior executives across multiple time zones in the United States. The role requires coordinating calendars, screening emails, and preparing briefing materials for internal and external meetings.

The ideal candidate will have 3+ years of direct executive support experience, ERP reporting familiarity, and advanced MS Office skills including PowerPoint and Excel.

Qualifications

• 3+ years in administrative roles with direct executive support.
• Experience with ERP time and expense reporting.
• Proficient with PowerPoint and Excel for executive materials.

Responsibilities

• Coordinate, prioritize, and manage executive calendars across multiple time zones, resolving scheduling conflicts.
• Screen, prioritize, and respond to email correspondence on behalf of the executive.
• Track, monitor, and follow up on key action items, deliverables, and deadlines to ensure timely completion.
• Adapt to shifting priorities by anticipating next steps and supporting real-time executive needs.
• Coordinate travel itineraries by planning, confirming, and adjusting logistics to support seamless executive travel.
• Prepare detailed meeting agendas, briefing materials, and presentations for internal and external meetings.
• Collaborate with other Executive Assistants to align priorities and ensure cohesive executive team support.
• Prepare, review, and reconcile expense reports and monthly statements in accordance with company guidelines.
• Support ongoing special projects by coordinating tasks, tracking progress, and sharing updates.
• Review executive workflows and identify opportunities to improve organization, efficiency, or communication.

Tools

ERP system

Microsoft Office

SharePoint

Slack

Monday.com

Zoom

PowerPoint

Excel

Outlook

Collaborative tools

Job description

Energy Solutions is seeking an experienced Executive Assistant to support senior executives across multiple time zones in the United States. The role requires coordinating calendars, screening emails, and preparing briefing materials for internal and external meetings.

The ideal candidate will have 3+ years of direct executive support experience, ERP reporting familiarity, and advanced MS Office skills including PowerPoint and Excel.