Ulteig is hiring: Executive Assistant in Saint Paul

Overview

The Executive Assistant provides high-level executive support to the Chief Financial Officer and multiple CFO Team Directors, and administrative support to the 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 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 CFOs time by triaging requests, aligning to priorities, and ensuring 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 with the ability to prioritize multiple tasks 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 who can also work independently, taking projects from conception to completion.
• Ability to meet deadlines in a fast-paced environment, proactively managing shifting priorities and providing short-notice after-hours support (crisis management).
• Willingness to embrace and exemplify company values.
• Work from the Minneapolis office at least three days per week; willing to be present 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, but we are committed to hiring people with exceptional talent, ability and potential, and creating an environment where they can become the best versions of themselves. We welcome applications from all qualified individuals, including relevant military experience for transitioning service members.

What You Can Expect from Ulteig

Ulteig is a purpose-driven organization focused on people, for over 80 years. We offer a flexible workplace, employee ownership, competitive pay, comprehensive benefits, a collaborative environment, and an innovative culture. We connect people and resources to develop solutions across Power, Renewables, Transportation, and Water. We support a flexible working schedule to balance work and life. If you would like to be part of a company that empowers its employees, apply today.

Ulteig is a Drug-Free Workplace. ACHIEVE | GROW | COLLABORATE.