Executive Secretary

Stellar Energy Global Infrastructure provides state-of-the-art solutions customers build in for optimized energy performance now and in preparation for the energy needs of tomorrow. In business for 25 years, we’ve delivered added energy efficiency and capacity to customers in more than 15 countries, specializing in turbine inlet air chilling, central utility plants, district cooling, combined heat & power systems, thermal energy storage, inlet air heating, data center chilling, and inlet air chilling for LNG facilities. Our expertise extends to start-up & commissioning, system health analysis, services, and training. Our in-house team of skilled engineers and dedicated tradespeople are the reason we are the global leader in customized solutions.

About the role

The Executive Secretary/Assistant to the CEO provides high-level, dedicated executive support to the Chief Executive Officer. This trusted partner manages the CEO's time, priorities, communications, and key relationships with exceptional judgment, discretion, and follow-through. The role serves as a central point of coordination for the CEO and helps ensure that strategic priorities, decisions, and commitments are advanced effectively.

Responsibilities

• Owns and strategically manages the CEO's complex calendar, balancing competing priorities and protecting time for the organization's most important objectives.
• Coordinates all aspects of the CEO's domestic and international travel, including detailed itineraries, transportation, accommodations, visas, and contingency planning.
• Prepares the CEO for meetings and engagements by developing agendas, briefing materials, background summaries, presentations, and other executive-level documents.
• Prepares and submits the CEO’s expense reports within the reporting guidelines.
• Attends selected meetings on the CEO's behalf or in support of the CEO; captures decisions, commitments, and action items and drives timely follow-through with accountable leaders.
• Drafts, reviews, and coordinates confidential correspondence, presentations, reports, and communications that reflect the CEO's voice, priorities, and standards.
• Serves as the primary administrative liaison between the CEO and the Executive Leadership Team, leadership, employees, customers, investors, and other key external stakeholders.
• Evaluates and prioritizes requests for the CEO's attention, resolves routine matters independently, and escalates significant or time-sensitive issues appropriately.
• Plans and coordinates executive meetings, leadership sessions, and special events involving the CEO.
• Handles sensitive business, personnel, legal, and strategic information with the highest degree of confidentiality, professionalism, and discretion.
• Anticipates the CEO's needs, identifies potential conflicts or risks, and proactively develops solutions to maintain momentum on priorities.
• Maintains a reliable system for tracking the CEO's commitments, decisions, deliverables, and follow-up items across the organization.
• Manages special projects and conducts research or analysis at the CEO's direction, coordinating across functions to achieve timely, high-quality results.

Requirements

• Bachelor's degree or equivalent combination of education and relevant experience.
• Five or more years of progressive experience supporting a CEO, President, or other C-suite executive in a complex, fast-paced organization.
• Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience taking meeting minutes and creating action items for assignment.
• Ability to maintain flexibility and availability outside standard business hours when required by the CEO's schedule or urgent business needs.

Preferred Qualifications

• Seven or more years of senior-level executive support experience, including board, investor, or global stakeholder coordination.
• Experience with Concur or similar expense and travel platforms.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Demands

The employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Schedule

This is a full-time position, Monday through Friday, 8:00 a.m. to 5 p.m. Infrequent evening and weekend availability may be required.

Travel

Less than 10%.