Executive Assistant Energy EH & S

About the role

The Executive Assistant will enhance the effectiveness of the Environment Health and Safety (EH&S) team by providing high-level administrative support with a strong focus on strategic calendar management, scheduling coordination, and organizational support that includes information management, and supporting the preparation of meetings, presentations, and overall organization.

Responsibilities

• Provide high-level administrative and operational support to the EH&S Leadership team for the Energy Business, ensuring smooth execution of day-to-day priorities and initiatives.
• Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the Executive and business partners.
• Own advanced calendar management for EH&S Leadership Team SVP of EH&S, VP EH&S and Director Programs Processes and Compliance, coordinating complex, cross-functional meetings (Operations, HR, Finance, Technology, vendors, etc.), prioritizing meetings based on business impact, and resolving scheduling conflicts, securing resources, and ensuring seamless execution.
• Lead strategic travel planning and logistics for EH&S Leadership Team, optimizing schedules, managing national itineraries, and ensuring seamless travel execution.
• Lead coordination of EHS team select workshops, working sessions, and leadership forums, including scheduling, logistics, attendee management, and real-time adjustments to ensure successful delivery.
• Prepare and reconcile additional expense reports and invoices for the EH&S Leadership Team, maintaining accuracy and adherence to company guidelines.
• Cook up coordination of team activities and events, including internal and external meetings, offsites, vendor visits, team building events, and celebrations.
• Serve as a responsive point of contact for the team, handling inquiries and routing requests with professionalism and urgency.
• Provide high-autonomy executive support, independently executing ad hoc requests across calendar management, communications, and logistics in a fast-paced environment.
• Support the preparation of presentations and materials, using AI tools as appropriate and ensuring clarity, consistency, and executive-ready quality.
• Aid in coordination of conferences and industry events, including logistics, materials preparation, and scheduling support.
• Complete ad hoc projects as assigned such as personal events and/or family needs.
• Work both autonomously and in collaboration with teammates, colleagues, and external contacts, including collaboration with nested EAs across the organization.
• Perform other duties as assigned.

Requirements

• 5+ years of progressively responsible executive assistant experience supporting senior executives is required, (SVP, VP, C-suite preferred).
• Experience supporting multiple executives simultaneously in a fast-paced environment.
• Experience preparing executive-level presentations, reports, and communications.
• Experience handling confidential business and personnel information with discretion.
• Experience coordinating cross-functional projects and tracking deliverables.
• Experience managing budgets, expense reporting, purchase orders, and invoice processing.
• Experience working with vendors and external business partners.
• Advanced proficiency in Microsoft 365 (Outlook, PowerPoint, Excel, Word, Teams, OneNote).
• Strong proficiency with Zoom and Microsoft Teams.
• Experience using SharePoint and OneDrive.
• Experience with Adobe Acrobat (PDF editing).
• Familiarity with DocuSign or Adobe Sign.
• Comfortable learning new technology and AI-enabled productivity tools.

Qualifications

• Bachelor's degree from a four-year college or university preferred.

Skills

• Advanced proficiency in Microsoft 365 (Outlook, PowerPoint, Excel, Word, Teams, OneNote).
• Strong proficiency with Zoom and Microsoft Teams.
• Experience using SharePoint and OneDrive.
• Experience with Adobe Acrobat (PDF editing).
• Familiarity with DocuSign or Adobe Sign.
• Comfortable learning new technology and AI-enabled productivity tools.

Benefits

Moss offers a competitive benefits package which includes health insurance, retirement plans, paid time off, and more. Please note that the specific details of the benefits may vary depending on your location and employment status.

Pay

The salary range for this position is $70,000 - $90,000 annually, commensurate with experience.

Schedule

The position is full-time and works Monday through Friday, with standard business hours.