Executive Assistant

Commonwealth is an ENR Top 500 engineering and consulting firm that specializes in delivering innovative design and planning solutions in the fields of power generation, substations, transmission & distribution, renewable energy integration, environmental permitting, and right-of-way services. With 35 years of industry experience, we are an EC&M Top 20 Electrical Design Firm that delivers exceptional services across the US.

We believe in creating a well-balanced work environment that inspires connectivity, creativity, and innovation. We are committed to creating an inclusive workplace where all employees feel respected, valued, and empowered. We have a persistent vision to influence the secure energy future through diverse, innovative, and sustainable solutions with our partners.

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to our executive team. The ideal candidate will possess exceptional administrative skills, a keen eye for detail, and the ability to handle sensitive information with the utmost confidentiality.

In this role, you will be responsible for a wide range of administrative tasks and project management. This is an in-office role, and we are committed to providing a collaborative and supportive work environment. If you are a highly organized, proactive, and detail-oriented individual who thrives in a fast-paced environment, we encourage you to apply for this exciting opportunity.

Responsibilities

Administrative Support:

Executive Administrative Tasks:

• Provide general administrative support to the executive team, including managing calendars, scheduling appointments, and handling correspondence.

• Coordinate travel arrangements for executives, including flight bookings, hotel accommodations, and transportation.

• Prepare and edit meeting notes, presentations, and reports, as needed.

• Assist with special projects and initiatives as assigned by the executive team.

Board of Directors Support

• Serve as the primary point of contact for the Board of Directors, handling communications and scheduling meetings.

• Prepare meeting agendas, materials, and presentations for board meetings.

• Record meeting minutes and distribute them to board members in a timely manner.

• Assist in the coordination of board member travel arrangements and accommodation, as needed.

• Manage the annual shareholder election process.

Maintaining Stock Records

• Maintain accurate records of company stock ownership and transactions.

• Ensure compliance with regulatory requirements related to stock ownership and reporting.

• Generate regular reports on stock ownership and performance for internal stakeholders.

• Coordinate with the finance and legal teams to facilitate stock-related transactions and documentation.

Project Management:

Events/Corporate Social Responsibility

• Project Manage and collaborate with internal team for execution of company events, including meetings, conferences, and corporate gatherings including event logistics such as venue selection, catering, transportation, and audio-visual requirements.

• Lead and support charitable and community initiatives on behalf of the organization.

• Budget Management: track expenses and ensure cost-effectiveness for events, charitable and community initiatives.

Corporate License Records

• Maintain records of company licenses and ensure compliance with state requirements.

• Be the lead contact with external vendors to manage the annual corporate license renewal process.

• Ensure "Engineer in Responsible Charge" are assigned as required by states for corporate licensure.

Qualifications

Location:

• Jackson Michigan. This is an in-office opportunity due to the nature of the role

Education:

• Minimum of Associate's Degree or equivalent work experience required.

Experience:

• Recent experience as an executive assistant or in a similar administrative role.

Technical experience:

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

• Excellent organizational and time management skills with the ability to prioritize tasks effectively.

• Exceptional communication and interpersonal abilities, both written and verbal.

• Ability to work independently with minimal supervision and as part of a team.

• Discretion and confidentiality in handling sensitive information.

• Prior experience in event planning and board-level activities is highly desirable.