Sr Executive Assistant to the VP

Join the diverse and dynamic team that powers Michigans largest energy provider and one of the nations largest gas and electric combination utilities. Consumers Energy services 6.8 million of Michigans 10 million residents – caring for our friends and neighbors in all 68 Lower Peninsula counties. We embrace a cleaner and leaner utility vision focused on eliminating energy waste and adding renewable energy from sources such as wind and solar.

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 Presidents 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 VPs Daily Operation Reporting meetings and leadership meetings and provide support in VPs 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

Bachelors 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.

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. Were 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’s Advisory Panel (WAP), Women’s 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.