[Hiring] Senior Executive Assistant @IES Electrical

Role Description

The Senior Executive Assistant provides high-level administrative, operational, and strategic support to executive leadership. This position serves as a trusted partner to senior leadership, helping manage executive priorities, coordinate cross-functional initiatives, facilitate internal and external communications, and ensure timely execution of key business objectives.

• Provide comprehensive administrative and operational support to executive leadership, serving as a trusted point of contact for internal and external stakeholders.
• Manage complex executive calendars, meetings, appointments, travel arrangements, deadlines, and competing business priorities.
• Independently evaluate meeting and scheduling requests and prioritize executive time based on business needs and organizational priorities.
• Anticipate executive needs and proactively identify scheduling conflicts, outstanding commitments, required information, and follow-up activities.
• Draft, review, edit, and coordinate executive-level correspondence, presentations, reports, invitations, announcements, and other business communications.
• Exercise discretion in determining the appropriate handling of sensitive and confidential communications.
• Ensure executive correspondence and presentations are accurate, professional, and consistent with organizational expectations.
• Coordinate executive leadership meetings, strategic planning sessions, business reviews, and other senior-level meetings.
• Develop agendas and coordinate the preparation and timely distribution of meeting materials.
• Maintain executive-level action-item tracking and follow up with responsible parties to monitor progress and deadlines.
• Support Board or senior leadership activities, when applicable, including preparation of materials, scheduling, logistics, documentation, and follow-up.
• Coordinate special projects and executive-sponsored initiatives involving multiple departments or business functions.
• Conduct research, compile information, analyze operational or administrative data, and develop summaries to assist executive decision-making.
• Work cross-functionally with departments such as Operations, Human Resources, Finance, Procurement, Safety, Legal, IT, and other corporate functions.
• Develop and maintain procedures, tracking systems, reporting tools, and other methods to improve executive and organizational effectiveness.
• Assist leadership with implementation and monitoring of corporate initiatives, policies, procedures, and business objectives.
• Coordinate executive-level vendor, supplier, and external business relationships as assigned.
• Assist leadership with vendor communications, agreements, service issues, procurement activities, and business reviews.
• Partner with Procurement and operational departments to monitor critical commitments and assist with escalation or resolution of vendor-related issues.
• Develop comprehensive travel itineraries and proactively respond to changes or disruptions.
• Manage event logistics, vendors, facilities, materials, schedules, invitations, and follow-up activities as needed.
• Assist leadership with documenting, implementing, and communicating policies, procedures, and executive initiatives.
• Maintain organized and accurate executive records, reports, correspondence, and other business documentation.
• Other duties as assigned.

Qualifications

• Bachelor’s degree in Business Administration, Management, Communications, or a related discipline, or an equivalent combination of education and significant relevant professional experience.
• 10+ years of progressively responsible professional experience in executive support, administration, operations, procurement, human resources, facilities, compliance, quality, or related corporate functions.
• Demonstrated ability to manage multiple priorities, projects, deadlines, and stakeholders simultaneously.
• Strong business judgment with the ability to make decisions and resolve issues independently within assigned areas of responsibility.
• Exceptional written and verbal communication skills, including the ability to prepare executive-level correspondence, presentations, reports, and meeting materials.
• Demonstrated experience handling confidential and highly sensitive business and personnel information.
• Strong project coordination and follow-through skills.
• Demonstrated ability to work effectively across multiple functions and organizational levels.
• Ability to travel as business needs require.
• Successfully pass pre-employment (post offer) background check, and MVR check when responsibilities require operating motor vehicles.

Benefits

• Exceptional benefits including 401(k) Retirement Plan with company discretionary match.
• Flexible medical-dental-vision insurance.
• Short-term/long-term disability insurance.
• Basic life/AD&D insurance.
• Paid holidays.
• Highly competitive pay in addition to paid-time-off.