Sr Executive Assistant to the SVP (People/Human Resources)

General Summary of Job Responsibilities

The Senior Executive Assistant to the Chief People Officer is a highly trusted, high-impact role that goes beyond traditional administrative support. This position serves as a strategic enabler, supporting executive effectiveness and brand, strengthening operational rigor, and contributing to the discipline and execution of the People & Culture function.

In addition to providing seamless executive support, this role plays an important part in reporting, data preparation, board and leadership materials, calendar management, and the administrative coordination of core HR processes. The ideal candidate is detail-oriented, analytically capable, highly organized, and comfortable operating in a fast-paced, evolving environment.

This role is well-suited for someone who takes pride in precision, anticipates needs, and enjoys helping leaders and teams operate at their best.

Key Responsibilities

Executive & Administrative Support

• Provide proactive, high-quality executive support to the Chief People Officer, including complex calendar management, meeting coordination, and travel logistics.
• Anticipate scheduling needs, manage competing priorities, and ensure time is aligned to strategic objectives.
• Complete and submit expense reports in accordance to policy. Perform basic accounting duties; prepare executive expense accounts, initiate purchase requisitions, monitor department budgets and verify invoices are paid. Act as delegate, 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.
• Participate in coordinating leadership meetings and town halls.
• Manage travel arrangements and itineraries (flights, hotels, rental cars, ground transportation, mileage, TSA Prechecked).
• Coordinate and manage execution and logistics of on-site and offsite meetings, executive leadership team meetings, offsite immersion trip visits, company meetings; to include attendee communications, venue management/coordination, travel/logistics coordination, audio/video set up and management as needed, meeting minutes, catering, etc.
• Monitor and track trainings via Workforce Connect to ensure that the SVP and staff are up-to-date and compliant.
• Perform onboarding and offboarding duties for SVPs direct reports and executive staff as needed.
• Manage and monitor organization's MS Teams/One Note and SharePoint sites.
• Screen all e-mails 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 calendars for the SVP. Handle complex integration of conflicting calendar priorities, ensuring the optimization of time, travel and bandwidth.
• 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, process approvals on behalf of the SVP.

Additional Key Responsibilities

Board & Leadership Materials

• Support the preparation of board and executive leadership presentations, including formatting, proofreading, version control, and coordination of inputs.
• Assist with the assembly of board books and executive updates, ensuring accuracy, clarity, and timeliness.
• Maintain high standards for presentation quality and confidentiality.

Reporting & Data Support

• Assist with routine People & Culture reporting, dashboards, and data preparation.
• Pull, organize, and validate data from HR systems and other sources to support leadership updates.
• Partner with People leaders to ensure reports are accurate, consistent, and aligned with agreed definitions.
• Expense reporting and purchase requisition support. 

HR Function Calendar & Process Coordination

• Maintain and manage the annual HR calendar, including key cycles such as performance management, compensation, engagement, talent reviews, and leadership processes.
• Track communications, deadlines, dependencies, and deliverables across the People function.
• Provide administrative coordination for core HR processes to ensure smooth execution and follow-through.

Operational Excellence & Process Support

• Support meeting cadence, operating rhythms, and process discipline across HR,
• Identify opportunities to streamline administrative tasks, improve organization, and reduce friction.
• Support business activities such as statements of work or requests for pricing.

Communication & Partnership

• Serve as a professional, trusted point of contact for internal and external stakeholders, including third parties or board members.
• Partner closely with other executive assistants and leaders to support enterprise coordination.
• Handle sensitive information with discretion, professionalism, and sound judgment.

Capabilities/Attributes

• Ability to 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, Advanced level proficiency in Microsoft Excel
• Ability to use and navigate SAP, 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
• Aptitude to learn new software and systems
• Familiarity with graphic design software programs, such as Adobe Photoshop and InDesign
• Working knowledge of FERC, MPSC and CMS Energy company guidelines

Required Qualifications

• A combination of education, training, and progressively responsible administrative experience sufficient to successfully perform executive-level support for a Senior Vice President
• Experience providing executive-level administrative support, preferably to senior executives
• Strong organizational, time management, and prioritization skills
• Advanced proficiency in Microsoft Office (PowerPoint, Excel, Word, Outlook); strong PowerPoint skills required
• Demonstrated ability to handle confidential information with discretion

Preferred Qualifications

• Experience supporting HR, People & Culture, or another enterprise function
• Comfort working with data, reports, and basic analytics (e.g., Excel formulas, pivot tables, dashboards)
• Experience supporting board or executive-level materials and processes
• Ability to use and navigate SAP, DocuSign, Service Now, Access Now Professional Standard, WorkForce Connect
• Working knowledge of FERC, MPSC and CMS Energy company guidelines Broad Knowledge
• Experience with SAP Success Factors / Employee Central
• Familiarity with HR systems and enterprise workflows

What Success Looks Like

• Interest in understanding the Human Resource functions
• Highly detail-oriented with a strong commitment to quality and accuracy
• Proactive, anticipatory, and solution-oriented
• Comfortable working in ambiguity and evolving environments
• Strong communication skills and executive presence
• Takes ownership and follows through consistently
• Ability to organize and prioritize multiple assignments/projects in a timely manner
• Excellent verbal and written communication skills
• Strong interpersonal skills with the ability to relate to co-workers at all levels of the organization
• Growth mindset
• Discretion and ability to handle confidential information

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