Executive Assistant

The executive assistant should exercise strong written and verbal communication, administrative and organizational skills, confidentiality and the ability to maintain a realistic balance among multiple priorities of the cooperative’s senior management team. The executive assistant is self-driven, taking the initiative and anticipating the needs to contribute to the overall efficiency and success of the senior management team and their direct reports.

Reports to
:
Manager of Governance & Executive Affairs

Directs
:
None

• Maintain the senior management team calendar for internal meetings, deadlines and major events; coordinating food and meeting space logistics as requested.
• Maintain and organize confidential corporate records, contracts, files and strategic documents per document control policies and procedures; assist with archiving corporate documents.
• Monitor and coordinate senior management communications, as requested, prioritizing appropriately and maintaining confidentiality.
• Coordinate travel arrangements, hotel reservations and event registrations for members of the board of directors and senior management team.
• Reconcile credit card charges and expense reimbursements for members of the senior management team.
• Process stipends and expense reimbursements for the board of directors.
• Assist with administrative support for those members of the senior management team that are leaders of affiliate organizations, such as the Rural Electric Management Development Council. Tasks may include membership dues, invoicing, printing, mailing, memo writing, membership database updates, drafting annual report materials, processing invoices, etc.
• Draft and distribute agendas, materials and notes as requested and advised by members of the senior management team for departmental or cross-departmental meetings.
• Assist as directed in the appropriate filing of corporate documents for regulatory entities such as the United States Department of Agriculture Rural Utility Service, Virginia State Corporation Commission, Federal Energy Regulatory Commission, etc.
• Assist the facilities team in monitoring kitchen and office supply inventory at all district locations, communicating order needs as appropriate.
• Assist with general office support tasks for the members of the senior management team such as compiling monthly reporting, data entry, invoice processing, mailings, etc.
• Assist in securing meals and accommodation for mutual aid crews during major storm events.
• Remain in compliance with cooperative policies and procedures, governance standards, and applicable laws relating to data privacy and fiduciary responsibility.
• Provide administrative support for special projects as requested by the senior management team and assigned by the manager of governance & executive affairs.
• Perform other duties beyond this list of responsibilities as requested by the senior management team and assigned by the manager of governance & executive affairs. The manager of governance & executive affairs will coordinate with senior staff to address any workload issues and set priorities for these tasks if necessary to meet deadlines.

• Associate’s degree in business administration or related field is required.
• Five years of administrative support experience; experience supporting senior level management is preferred.
• Experience with scheduling.
• Experience making travel arrangements.
• Notary Public or ability to obtain appointments within 6 months.
• Expert experience using PCs, mobile technology, Microsoft Office suite, research methods and other office equipment.

• Must be able to maintain professionalism and control under all circumstances.
• Demonstrated ability to maintain the highest level of discretion and professionalism in handling sensitive information including, but not limited to, legal documents, financial reports and strategic planning materials.
• Must be able to maintain absolute confidentiality on behalf of the senior management team and the cooperative as a whole.
• Must be able to safeguard information shared in meetings and deliberations.
• Ha…