Executive Assistant

Executive Assistant

The Executive Assistant provides comprehensive support to C-suite leaders and may also provide administrative support to the department and/or other leaders within the department. As a key point of contact for executives and internal and external stakeholders, this role advances leadership priorities and strategic goals. The ideal candidate is proactive, detail-oriented, organized, discreet, and adaptable, and excels in a fast-paced, results-driven environment. By serving as a trusted partner to executive leadership, this role allows the executive, and potentially other leaders in the department, to remain focused on the organization's highest priorities.

The Executive Assistant provides high-impact executive and organizational support to the Chief Information & Corporate Services Officer (CICSO) and the leadership team within the Technology & Corporate Services organization. This role goes beyond traditional administrative support to act as a culture driver, connector, and operational anchor.

The ideal candidate thrives in fast-paced environments, brings strong interpersonal energy, and fosters engagement across a team where many individuals are highly focused and quiet in nature.

This role requires exceptional organizational skills, emotional intelligence, and the ability to balance executive support with team engagement, events, and operational coordination.

Executive & Leadership Support

• Manage complex calendars, priorities, and confidential communications for assigned executive and select members of their leadership team.
• Represent executive(s) professionally in virtual and in-person interactions, aligned with their established preferences and expectations.
• Coordinate travel arrangements, optimize itineraries across time zones, and manage expense reports.
• Anticipate and proactively manage potential challenges and conflicts, keeping appropriate parties informed.
• Serve as a bridge for smooth communication between executives, internal departments, and other executive/administrative assistants across the organization.
• Triage requests, align to priorities, and ensure follow-through to optimize the executive's time.
• Meet deadlines in a challenging environment and proactively manage shifting and competing priorities.
• Foster a supportive environment by mentoring members of the broader administrative team, encouraging professional growth, and strengthening the administrative assistant community.
• Scope of responsibilities may include additional assignments as needed in support of business needs.

Communications & Stakeholder Management

• Function as a reliable point of contact for senior leaders, clients, partners, and external stakeholders.
• Maintain and continuously improve internal processes and departmental documentation standards to ensure consistency, organization, accuracy, and operational efficiency across the team.
• Update and maintain business unit/departmental scorecards and KPIs.
• Liaise as requested with Corporate Communications to support communications on behalf of business unit leadership.

Meeting & Event Coordination

• Plan, coordinate, and deliver large-scale meetings, leadership meetings & offsites, and cross-functional workshops, while managing expenses and resources effectively. Oversee end-to-end coordination, including presentation formatting, content and data collection, technical setup, IT coordination, invitations, dry runs, and post-event surveys.
• Provide onsite support for requested meetings, collaborating with the administrative team to ensure successful outcomes.
• Serve as a culture ambassador and engagement catalyst for the Technology & Corporate Services organization
• Drive participation and connection across teams by organizing and promoting team events and happy hours, volunteer initiatives, and engagement activities that foster collaboration and inclusion
• Build relationships across teams to create a connected, energized environment
• Partner with leadership to identify opportunities to strengthen team culture and morale
• Support planning and execution of business unit offsites, workshops, and leadership sessions

Department Specific Responsibilities

• This position will provide administrative support for the following individuals –
• Chief Information & Corporate Services Officer
• Enterprise Technology Director, Business Systems Director, Legal & Compliance Director
• Other Leaders within the department as needed
• This position will support processes specific to the Chief Information & Corporate Services Officer:
• Assist in tracking and coordinating software renewals
• Support documentation, vendor coordination, and internal communication related to renewals
• Process and track invoice approvals (e.g., printers, network circuits)
• Support telecom vendor management and tracking of devices
• This is a hybrid position. In-office presence is expected when supported executives or directors are on-site, as well as during key meetings, events, or activities requiring in-person support.

What We Expect from You

• Strong written and verbal communication skills.
• Exceptional organizational skills with the ability to perform and prioritize multiple tasks seamlessly with excellent diligence.
• Able to adapt to competing demands and work steadily under pressure while demonstrating the highest level of service and responsiveness.
• Demonstrated approach to anticipating conflicts, challenges, and solving problems, with strategic decision-making capability.
• Strong people skills and the ability to build positive working relationships with all levels of the organization.
• Exercises impeccable discretion, confidentiality, and judgement; exhibits professionalism and confidence collaborating with senior leaders.
• Highly resourceful collaborator with the ability to be extremely effective independently, taking projects from conception to completion.
• Demonstrates intellectual curiosity and a forward-thinking mindset by actively seeking opportunities, proposing innovative solutions, and embracing new tools, processes, and ways of working to drive continuous improvement.
• Requires a flexible in-office presence, ranging from one to multiple days per week depending on the executive's schedule, meetings, and business needs.
• A two-year associate or bachelor's degree is preferred.
• 5+ years of experience providing administrative support to senior leadership (VP level and above), experience managing the needs of multiple executives at once is preferred.
• Advanced proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Teams, OneNote).
• Experience with enterprise systems (SharePoint, travel, and expense software such as Concur, or similar).
• Proficiency with executive-level slides and other content design.
• Familiarity with virtual meeting platforms (Teams, Zoom).
• Proficiency with AI platforms (e.g., Copilot).
• Requires the ability to travel (10%).
• Requires a valid driver's license and insurable driving record.
• Demonstrates openness to innovation by embracing and applying evolving technology and AI tools to enhance workflows, solve problems, and drive continuous improvement.
• Must have authorization to work permanently in the U.S.

As you consider applying for a position at Ulteig, we encourage you to think outside the box – because we do! You might not meet 100% of the skills listed in a description, but we are committed to hiring people with exceptional talent, ability, and potential, and then creating an environment where they can become the best versions of themselves. We don't want to miss out on the possibility of speaking with the next outstanding Ulteig team members, so please apply if you think this role is a great match for your unique skills and strengths. And, yes, relevant military experience is absolutely considered for transitioning service members.

What You Can Expect from Ulteig

Ulteig is a purpose-driven organization that has built a culture focused on people, both our clients and our employees, for over 80 years. Working at Ulteig is more than a job, opening opportunities to make an impact by creating and solving for a sustainable future. We recognize our success relies heavily on the dedication and focus of our workforce; this is why we make investing in our employees a top priority. We prioritize flexibility and staying connected to meeting your needs and help you achieve your goals. We value your unique perspective, respect your individuality, and celebrate your contributions. At Ulteig, we take our success and the success of our clients personally.

We offer our team members:

• Flexible Workplace
• Employee Ownership
• Competitive Pay
• Comprehensive Benefits Package
• Collaborative Environment
• Innovative Culture

Our vision is to be the most trusted partners transforming our world's critical infrastructure. Ulteig connects people and resources to develop compelling, integrated solutions across multiple Lifeline Sectors®, including Power, Renewables, Transportation and Water. Ulteig is a trusted partner in engineering North America's essential infrastructure and leverages its expertise with a wide range of public and private clients.

At Ulteig, we care deeply about our team, listening to their needs