Sr Executive Assistant to the VP

Consumers Energy; Jackson (MI); Hybrid; USD 70,000 - 115,000; Full time

Benefits offered by this job

Medical, Dental and Vision

401k with company match

Paid parental leave

Up to 13 paid Holidays

Paid time off

Educational Assistance Program

Job summary

Consumers Energy is seeking a Senior Executive Assistant to the Vice President of Human Resources. This hybrid role requires onsite days in Jackson, MI, with extensive calendar, travel, and expense management for the VP, plus support for VP reports and HR processes.

The ideal candidate has a Bachelor’s in Business or related field with 4+ years of admin experience, exceptional communication, discretion, and proficiency in MS Office, HCMs, and document management.

Qualifications

• Bachelor's degree in Business or related field and 4+ years of prior professional administrative experience.
• Associate's degree in Business or related field and 6+ years of prior professional administrative experience.
• High School diploma and 8+ years of prior professional administrative experience.

Responsibilities

• Provide confidential administrative support to the VP, manage calendars and travel arrangements.
• Coordinate meetings, prepare materials, and track budgets and expenses.
• Review contracts and invoices, and manage internal documents and reports.
• Support VP direct reports, update internal databases, and supervise administrative staff.
• Onboard and offboard employees, coordinate onboarding/offboarding activities.

Skills

Organize & prioritize

Verbal & written comms

Interpersonal skills

MS Office proficiency

HCM systems

DocuSign

ServiceNow

Access Now

Project management

Discretion & confidentiality

Graphic design basics

Education

Bachelor's degree in Business or related field

Associate's degree in Business or related field

High School diploma

Tools

Microsoft Excel

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.

This position is not eligible for immigration sponsorship, e.g., H-1B, TN, etc. Please do not apply if you will need immigration sponsorship for a work visa now or in the future, including sponsorship for H-1B, TN, etc. We are unable to hire individuals with CPT, OPT, or STEM OPT for this position as the position is not eligible for participation in the H-1B lottery program and is not eligible for current or future immigration sponsorship for a work visa.

Location

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

This position will support our VP of Human Resources.

Essential Duties and 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

Knowledge/Skills/Abilities

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

Education/Experience

• Bachelor's degree in Business or related field and 4+ years of prior professional administrative experience
• [OR] Associate'sdegree in Business or related field and 6+ years of prior professional administrative experience
• [OR] High School diploma and 8+ years of prior professional administrative experience

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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.