Senior Executive Assistant to the SVP

Davita Inc.; Jackson (MI); Hybrid; USD 60,000 - 80,000; Full time

Job summary

A leading company in the energy sector is seeking a Senior Executive Assistant to support a Senior Vice President. This hybrid position requires exceptional organizational and communication skills, along with experience in providing administrative support. The successful candidate will manage calendars, coordinate communications, and assist with executive travel arrangements and recruitment efforts. This role offers a competitive salary, excellent benefits including medical, dental, and a 401k plan, and the opportunity to work within a diverse and inclusive environment.

Benefits

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

Qualifications

• 4+ years professional administrative experience required.
• Excellent communication skills both verbal and written.
• Familiarity with graphic design software is a plus.

Responsibilities

• Perform high-level administrative support for Senior Vice President.
• Coordinate internal communications and manage departmental calendars.
• Provide guidance and supervision to administrative staff.

Skills

Organizational Skills

Verbal Communication

Written Communication

Interpersonal Skills

Proficiency in Microsoft Office Suite

Ability to Manage Multiple Projects

Detail Orientation

Education

Bachelor's degree in business or related field

Associate's degree in business or related field with six (6) or more years of professional administrative experience

High school diploma with eight (8) or more years of professional administrative experience

Tools

Microsoft Office Suite

SAP

DocuSign

ServiceNow

Access Now

Adobe Photoshop

InDesign

Job description

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 either the Grand Rapids Service Center located in Grand Rapids, MI or 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 Senior Vice President (SVP) is responsible for providing executive-level, confidential administrative support to a Senior Vice President. The incumbent performs routine and complex administrative assignments, projects, and problem resolution for an SVP, including managing individual and organizational calendars and schedules, administering communications, making travel arrangements, and preparing expense reports for the SVP. The role involves analyzing and interpreting a wide variety of information, evaluating alternative courses of action, and recommending solutions. The Senior Executive Assistant coordinates with other departments and employees on organizational communications for press releases and co-worker communications and may oversee office support staff, including delegating tasks to other assistants.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Address employee concerns and resolve complex issues and problems.


• Provide guidance regarding policies and procedures.


• Assist with executive recruitment as needed.


• Monitor and review the completion of special assignments by administrative units and make recommendations as necessary.


• Initiate and maintain contact with external organizations and vendors as required.


• Track and record lobbying activity for federal and state-level activities of the SVP.


• Serve as a mentor to all administrative assistants in the SVP's organization to align best practices, share communications, and partner on goal development and overall success of the organization.


• Recommend alternative methods or tools for executing key job responsibilities.


• May provide functional supervision to other administrative staff.


• Perform duties as a liaison between the company's clients and executives, interfacing with all levels of leadership to ensure organizational transactions are executed smoothly and in compliance with company and regulatory requirements.


• Prepare daily/weekly SVP task lists regarding pre-reads, documents, briefing memos, and talking points to allow SVP preparation for upcoming events and meetings.


• Complete and submit expense reports in accordance with policy.


• Perform basic accounting duties; prepare executive expense accounts, initiate purchase requisitions, monitor department budgets, and verify invoices are paid.


• Act as a delegate to approve expense reports for direct reports to the SVP.


• Plan and execute meetings and events. Prepare meeting agendas and other materials; attend meetings as requested for minutes, provide reports, and track action items.


• Manage projects and provide support for external boards, groups, and committees that the SVP participates in.


• Participate in coordinating leadership meetings and town halls.


• Manage travel arrangements and itineraries (flights, hotels, rental cars, ground transportation, mileage, TSA Precheck).


• Coordinate and manage the execution and logistics of on-site and off-site meetings, executive leadership team meetings, off-site immersion trip visits, and company meetings; including attendee communications, venue management/coordination, travel/logistics coordination, audio/video setup and management as needed, meeting minutes, catering, and other related tasks.


• Monitor and track training via Workforce Connect to ensure that the SVP and staff are up-to-date and compliant.


• Perform onboarding and offboarding duties for the SVP's direct reports and executive staff as needed.


• Manage and monitor the organization's MS Teams/OneNote and SharePoint sites.


• Screen all incoming phone calls, emails, and visitors.


• Manage communications and respond to urgent inquiries from internal and external stakeholders.


• Receive and resolve routine and/or complex inquiries, handling highly confidential information, contracts, and documents with discretion.


• Manage single and/or multiple calendars for the office of the Senior Vice President.


• Handle complex integration of conflicting calendar priorities, ensuring the optimization of time and travel.


• Responsible for all administrative responsibilities, including confidential and complex information, correspondence, contracts, and other business communications and documents for the Senior Vice President and assigned organization.


• Complete a variety of administrative tasks, including creating and modifying routine and complex documents, and processing approvals on behalf of the SVP.


• Other duties as assigned or may be necessary.

KNOWLEDGE/SKILLS/ABILITIES

• Organize and prioritize multiple assignments and priorities in a timely manner.


• Excellent verbal and written communication skills.


• Good interpersonal skills with the ability to relate to co-workers at all levels of the organization.


• Proficiency in Microsoft Office Suite, with advanced-level proficiency in Microsoft Excel.


• Ability to use and navigate SAP, DocuSign, ServiceNow, and Access Now.


• Proven ability to manage multiple projects simultaneously while maintaining strict attention to detail.


• Aptitude to learn new software and systems.


• Familiarity with graphic design software programs, such as Adobe Photoshop and InDesign.


• Discretion and ability to handle confidential information.


• 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 professional administrative experience.


• OR Associate's degree in business or a related field with six (6) or more years of professional administrative experience.


• OR High school diploma with eight (8) or more years of professional administrative experience.

#LI-JH1

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

Diversity, Equity & Inclusion:

We, at CMS Energy, value Diversity, Equity, & Inclusion. It is part of our DNA. We treat our employees with respect, we treat each other fairly and we value the opinions of others. We are passionate about building and nurturing an environment where everyone feels included. We don't discriminate. We seek to learn about each other and better understand our unique differences. Our uniqueness makes us authentic. We create safe spaces where everyone can be who they truly are. We invite difficult conversations and uncomfortable topics. We value diverse perspectives; this is what makes us great together. We harbor an inclusive environment where employees feel empowered to share their backgrounds, experiences, and ideas. Our Employee Resource Groups, Women in Energy (WE), Minority Advisory Panel (MAP), Pride Alliance of Consumers Energy (PACE), GENERGY, capABLE, Interfaith and Veterans Advisory Panel (VAP) are key enablers to living the values of our company culture: Caring, Empowered, Deliberate, Agility, and Ownership.

All qualified applicants will not be discriminated against and will receive consideration for employment without regard to protected veteran status, disability, race, color, religion, sex, age, sexual orientation, gender identity or national origin.