Executive Assistant

The Opportunity

The Executive Assistant provides high-level executive support to the Chief Financial Officer and multiple CFO Team Directors, as well as administrative support to the collective CFO teams. This role serves as a liaison to senior management and supports activities associated with the Audit Committee. The Executive Assistant must be proactive, creative, well-organized, and agile, thriving in a fast-paced, results-driven, and innovative environment. As a champion of AI and automation, this role will drive process improvements and technology adoption across the CFO organization.

What You'll Do

Executive & Office Support

• Manage complex calendars, priorities, and confidential communications for the CFO and multiple CFO Team Directors.
• Anticipate needs, preparing briefing notes, executive summaries, and talking points for internal/external meetings.
• Coordinate travel, expenses, and optimize itineraries across time zones.
• Serve as a bridge for smooth communication between executives and internal departments.

Audit Committee Support

• Own the end-to-end cadence for Audit Committee meetings (calendar, materials, logistics) and Project Management of overall Audit Committee and Board reporting process for the CFO organization.
• Assemble high-quality materials in collaboration with Finance, Treasury, Accounting, Legal and Risk teams in addition to external third parties such as auditors.
• Manage board portal workflows (e.g., Diligent), approvals, secure distribution, and version control.
• Uphold confidentiality and governance best practices.

Project Management

• Drive initiatives from scoping to delivery (e.g., team goal planning, yearly scorecard development, new vendor RFP).
• Build and manage project plans, risk logs, status dashboards, and stakeholder communications.
• Facilitate meetings, decision logs, and change control, escalating risks with options and data.

AI & Automation Champion

• Identify high-impact use cases for Copilot/M365, Power Automate, and other enterprise-approved AI tools.
• Create prompt libraries, templates, and automations that save time (e.g., generating meeting summaries, drafting memos, creating board pack outlines, extracting action registers).
• Partner with IT to ensure responsible AI use, data privacy, and access controls.
• Train CFO organization on AI best practices, measuring and reporting on adoption & time savings.
• Continuously scan for opportunities to streamline reporting, close artifacts, and executive communications using AI.

Communications & Stakeholder Management

• Draft high-impact communications on behalf of the CFO and CFO Team Directors; maintain concise, executive-ready messaging.
• Serve as a trusted point of contact for senior stakeholders, clients, partners, and auditors.
• Protect the CFO's and CFO Team Directors' time (e.g., triage requests, align to priorities, and ensure follow-through).

Meeting & Event Coordination

• Plan leadership off-sites and cross-functional workshops.
• Own logistics, vendor coordination, A/V readiness, and post-event reporting.
• Provide on-site support for meetings in the Minneapolis office, collaborating with other administrative staff.

Information & Knowledge Management

• Maintain structured repositories for board materials, project artifacts, and financial calendars (e.g., SharePoint/Teams).
• Implement document standards, version control, and search-friendly metadata.

What We Expect from You

• A two-year technical degree or bachelor's degree is preferred.
• 7+ years of experience as an Executive Assistant with 3+ years supporting CFO or senior Finance leaders.
• Demonstrated project management experience delivering cross-functional initiatives end-to-end. Project Management certification a plus.
• Experience preparing Audit Committee materials and working with board portals.
• Advanced proficiency in Microsoft 365 (Outlook, Excel, PowerPoint, Teams, OneNote, SharePoint).
• Comfort with Excel (pivot tables, XLOOKUP, basic modeling) and executive-level slide design/storytelling.
• Proven track record as a process improver and technology adopter (AI tools enthusiast).
• Exceptional written and verbal communication skills; impeccable judgment and confidentiality.
• Ability to thrive under pressure during quarter-end, audits, and executive deadlines.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal skills and the ability to build positive working relationships with stakeholders, including senior leaders, staff, and external partners.
• Highly resourceful team player with the ability to also be extremely effective working independently, taking projects from conception to completion.
• Ability to meet deadlines in a fast-paced environment, proactively managing shifting/competing priorities and providing short-notice after-hours support (i.e., crisis management).
• Willingness to embrace and exemplify company values.
• Work from the Minneapolis office at least three days per week; willing to be present in the office for onsite meetings and events as needed.
• Requires the ability to travel (10%).
• Requires a valid driver's license and an insurable driving record.
• Must have permanent authorization to work in the US.

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 member, 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 meet 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 and ensuring they have the tools necessary to be productive whether they choose to work remotely, hybrid or in office. Regardless of where you work, you are empowered to build a workday that best suits your strengths. We strive to ensure a balance and separation between home and work life. We support a flexible working schedule so employees are able to focus on what's important to them.

If you would like to be a part of a company that empowers their employees, apply today!

Ulteig is a Drug-Free Workplace

ACHIEVE | GROW | COLLABORATE

Additional Opportunity Details:
Target Base Compensation Range for this role is $37.00 - $49.95 per hour
* Factors that may be used to determine your actual salary include your job-specific skills, education, training, job location, number of years of experience related to this role and comparison to other employees already in this role.

This position will be posted for a minimum of 3 days and will continue to be posted for an average of 60 days until a qualified applicant is selected or the position has been cancelled.

Notice to Recruiters and Staffing Agencies: to protect the interests of all parties, Ulteig Engineers, Inc., will not accept unsolicited resumes from any source other than directly from a candidate or an approved vendor that has a written and signed agreement in place with Ulteig. Please do not contact or forward resumes to our company employees or locations. Any unsolicited resumes will be considered Ulteig property. Ulteig is not responsible for any charges or fees related to unsolicited resumes.