Executive Secretary
Position Type: Full-time, Exempt, Salary
Reports to: Chief Executive Officer
Supervisory Responsibility: None
Location: Jacksonville, FL
Company Summary
Stellar Energy Global Infrastructure provides state-of-the-art solutions customers build in for optimized energy performance now; and in the 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. More dispatchable power. Increased LNG production. Greater Data Center efficiency and lower costs. Hyperscale deployment at the best possible speed to first megawatt. All delivered with the lower emissions required to support our partners’ unique sustainability objectives.
Stellar Energy Global Infrastructure specializes in a wide range of engineering and manufacturing solutions within the energy sector including 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. Additionally, 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. Stellar Energy Global Infrastructure strives to add value to today’s energy infrastructure, achieving secure, affordable, and sustainable energy that will help to create a responsible energy economy.
Summary
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.
Essential Functions
-
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.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Competencies
-
Executive Presence and Professionalism.
-
Strategic Prioritization and Time Management.
-
Exceptional Written and Verbal Communication.
-
Relationship Management and Influence.
-
Judgment, Discretion, and Confidentiality.
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 physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, 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.
Position Type/Expected Hours of Work
This is a full-time position, and hours of work and days are Monday through Friday, 8:00 a.m. to 5 p.m. Infrequent evening and weekend availability.
Travel
Less than 10%.
Required Education and Experience
-
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.
Preferred Education and Experience
-
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.
Additional Eligibility Qualifications
Ability to maintain flexibility and availability outside standard business hours when required by the CEO's schedule or urgent business needs.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Stellar Energy Global Infrastructure Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Stellar Energy Global Infrastructure Inc. complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.
