Sr Executive Assistant to the VP

Overview

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.

ESSENTIAL DUTIES AND RESPONSIBILITIES
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
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
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
Order office supplies and technology items as needed
Other duties as assigned or may be necessary
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/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
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
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
KNOWLEDGE/SKILLS/ABILITIES
Ability to organize and prioritize multiple assignments and priorities in a timely manner
Ability to use and navigate HCMs, DocuSign, Service Now, 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
Bachelor’s Degree in Business or related. In lieu of a degree, candidate must have a High School Diploma/GED with 4 years of experience related to the position
EXPERIENCE
4 – 7 years Prior professional administrative experience.