What are the responsibilities and job description for the Executive Assistant position at Cleco?
At Cleco, we're not just powering lives—we're powering a cleaner, smarter future for Louisiana. With bold investments in innovative energy solutions, we’re transforming how we power our communities: smarter, cleaner, and more sustainable. This is a long-term commitment to our people and our communities because our future—and the future of generations to come—depends on it. If you're ready to make an impact where it matters most, join us at Cleco—where we're Energizing Your Tomorrow.
The Executive Assistant is a specialist level support professional providing administrative support to multiple designated Vice Presidents and Directors requiring independent judgment and proficient skill level and knowledge of administrative processes. Serves as intermediary and communicating on Vice President or Director’s behalf with all members of executive management, directors and staff, as well as managing all details related to designated office(s).
Key Responsibilities
Required Education, Skills & Experience
The Executive Assistant is a specialist level support professional providing administrative support to multiple designated Vice Presidents and Directors requiring independent judgment and proficient skill level and knowledge of administrative processes. Serves as intermediary and communicating on Vice President or Director’s behalf with all members of executive management, directors and staff, as well as managing all details related to designated office(s).
Key Responsibilities
- Assist with technology in conference rooms, when needed
- For larger meetings (generally 10 participants), coordinate meeting setup (meeting location, refreshments, food, video conferencing, etc.) particularly in PGO conference room 200ABC
- Order office supplies on a regular schedule for respective PGO floor or location
- Order and, when necessary, pick up lunches for meetings only (generally with 4 participants) with a reasonable advanced notice requirement
- Budget coordination to include running reports, variance explanations, and quarterly revisions as requested
- Coordinate with procurement team to create and validate external vendors
- Create purchase orders, pay invoices, prepare vouchers and use accurate accounting, when necessary
- Coordinate back up of other EA’s in their absence which includes supporting their leaders
- Prepare documents for filing in the records center
- Answer administrative questions
- For Officers (VPs) specifically:
- Manage calendar and email, based on VP preference
- Prepare and process expense reports
- Approve direct report’s expenses reports and time off requests, however, flag any discrepancies or concerns to the appropriate VP
- Accurately arrange travel and properly note on calendar, as requested
- Schedule, organize, order, and decorate for celebrations and events
- Arrange and coordinate meetings and conference rooms onsite or offsite to include facilitation of presentation, as requested
- Submit request in ServiceNow, as needed
- Edit, update, and make copies of slides and other meeting materials
- Other duties as assigned based on each designated function, PGO floor, or location
- Champions a corporate culture that emphasizes transparency, integrity, safety, environmental responsibility, employee development, diversity and inclusion, customer service, and operational excellence.
Required Education, Skills & Experience
- High School diploma or equivalent, college degree preferred
- 3 years of related experience
- Strong proficiency and knowledge in the use of office systems, mobile devices and other office technology including MS Office and stays abreast of changing technologies
- Detailed-oriented and high work standards in support of seamless execution
- Thrive on working in a team and supporting others to achieve goals/targets
- Ability to work in a fast-paced office environment
- Must be able to maintain confidentiality
- Ability to prioritize effectively, be proactive, multi-task and work efficiently, and exercise independent thinking and problem resolution skills
- Ability to perform designated tasks without extensive explanation of context of the tasks and with minimal supervision
- Ability to learn internal organization structures acquiring good knowledge of the business and general understanding of different departments
- Ability to work specified office hours and willingness to work some overtime
- Willing to learn new things; through training or from co-workers
- Ability to set expectations with leaders and others
- Must present oneself in a professional manner in appearance and interpersonal skills