Position Title: Executive Administrative Assistant Reports To: VP of Human Resources
Responsible for: The executive administrative assistant’s primary responsibility is to provide organizational and administrative support to the CEO, Board of Directors and executives of EnergyUnited. This position will serve as an ambassador of both the CEO, executive team and board of directors to internal and external constituents, requiring a high degree of professionalism, interpersonal skills, independent judgment, and maturity and serves as one of the most visible positions in the company.
Key Accountabilities & Duties: Broad Scope • Outstanding interpersonal and communication skills and the ability to function well as a member of a team. • Strong organizational and administrative skills including: word processing; a complete/firm understanding of the form and style of professional/business correspondence; travel scheduling; file maintenance, and; the ability to complete tasks in an efficient and timely way with limited supervision. • Strong command of MSOffice, including Word, Excel, PowerPoint and Visio. Marketing sensibilities preferred. This includes creating, writing, drafting, editing, and finalizing documents for distribution and or/publication. • The ability to perform certain executive-level tasks. • Strong attention to detail. • Excellent command of English as a spoken & written language, including spelling, grammar and proofreading skills. • Project management and problem-solving skills with ability to manage multiple priorities and gain cooperation of others. • The ability to perform tasks while being frequently interrupted. • A strong understanding of confidentiality including issues only discussed with the CEO and the ability to handle sensitive materials and conversations. • Ability to clearly convey, persuade, and negotiate information and ideas to individuals or groups. • Ability to identify and understand issues, problems, and opportunities; determines course of action; develops appropriate solutions. • Ability to develop ideas into plans of action and to coordinate the actions through implementation. • Ability to present ideas clearly and effectively in written form. • Ability to edit, adjusting language or terminology to meet needs of the audience or as appropriate; ability to use correct grammar, organization, and structure. • Ability to compile, assimilate, organize, and analyze printed and electronic information. • Ability to apply knowledge of data research and manipulative analysis. • Provides executive support to the CEO, members of the Executive Leadership Team and the Board of Directors for EnergyUnited. • Coordinates meetings and takes minutes including the Board and staff meetings. • Prepares and distributes meeting minutes. • Coordinates and schedules appointments, meetings, and events, including all communication with the appropriate parties. • Leads event planning for the Executive Leadership Team and Board of Directors meetings and events. This includes coordination and planning of the meeting venues, preparation of literature and materials, meals, and travel arrangements. • Arranges for lodging and transportation needs for Executive Leadership Team and Board of Directors meetings and events. • Maintains documents, information, and records by properly organizing, filing and retaining per Company guidelines and as directed by management, including use of document management storage software. • Handles a variety of situations involving the clerical and administrative function of the office. • Maintains organizational charts as directed by Human Resources. • May compose or draft correspondence and/or articles requiring knowledge of an executive’s views, philosophy, cooperative policy, cooperative operations, and some understanding of technical matters. • Prepare and completes required regulatory reporting, including the annual 990 reports, 1099 forms and letters of explanation for the Directors. • Prepares and completes financial and expense reports, including CEO, Executive and Administrative Assistant expenses, monthly credit card reconciliations, travel reimbursements and Director per diems and other board payments. • Assist the CEO with his Board of Trustee responsibilities, including preparation of all logistics for meetings. Serve as a liaison/representative to trustees as needed. Attend all meetings to record and distribute minutes. • Plan, manage, and execute special events as necessary. Will work some evenings and weekends. • Serve as project manager for projects as assigned by the CEO.
Direct reports: None. Internal Relationships: Shall maintain internal relationships necessary to achieve purpose of position and desired results. External Contacts: Shall maintain necessary job-related external contacts to assure satisfactory results. Authority: Has full authority to carry out the above responsibilities as delegated by the CEO or any member of the Executive Leadership Team.
EDUCATION – Minimum of an Associate Degree, or equivalent relevant experience more than the stated minimum experience requirement. A Certified Administrative Assistant certificate is highly preferred.
EXPERIENCE – 8 years of executive administrative or executive assistant managerial experience required.
KNOWLEDGE, SKILLS & ABILITIES: • Should have at least 7-8 years of experience effectively managing high functioning office environments. • Will be responsible for day-to-day office operations such as interoffice communication, and scheduling. • Other responsibilities include advanced administrative and executive assignments such as travel arrangements, calendar oversight, arranging meeting logistics, composing correspondence, and maintenance of office records/documents. • Must have the confidence and aptitude to effectively work independently. • High degree of accuracy, editing of documents and presentations and attention to detail. • Key skills such as reading comprehension, service oriented, critical thinking, time management. Social awareness, monitoring, clear judgement, and decision making are required. • Must have time management skills to be able to organize work to meet deadlines. • Display a high level of oral, reading, and written communications skills. • Ability to type with speed and accuracy. • Ability to maintain confidential information. • Must have solid computer skills and knowledge and proficiency with Excel, Word, PowerPoint, Access, Outlook, Adobe Acrobat and other similar software. • Must be an active listener in order to comprehend and quickly understand the best method for solutions and completions. • Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. • Ability to implement work plans, make sound decisions from observations and carry out instructions. • Must possess basic math skills and have knowledge of mathematical concepts and ability to calculate and interpret numbers and relations among members used in the conducting business transactions.
• Must be able to work under pressure and meet deadlines. • Must be able to work with very little supervision and be proactive in responsibilities • Must have a positive, open mind and considerate attitude toward the responsibilities of the position. • Must have an attitude of neatness, timeliness, orderliness, and accuracy toward the job. • Must possess a very conscientious attitude toward record keeping.
PERSONAL CHARACTERISTICS – Must be of high moral integrity, pleasing personality and possess good personal habits. Must be able to retain information of a confidential nature. Must be able to project a good public image. Must be able to function cooperatively with peers as a team member to meet departmental and system objectives. WORKING CONDITIONS – Normal working conditions and hours of 8:00 a.m. until 5:00 p.m. Some irregular working hours may be required. Must be available for work during adverse weather conditions. INTERNAL JOB CATEGORY- HYBRID –This position is categorized as Hybrid, which is a work arrangement that allows an employee to perform work and duties associated with this position at both an EnergyUnited Office location and their home. Will be required periodically to report to an EnergyUnited Office location for meetings, trainings, performance reviews, etc., as deemed necessary by the immediate supervisor. RESIDENCY REQUIREMENTS – This position is classified as a Non-Direct Operational Position. All employees assigned to headquarters or non-direct operational positions must make their domicile within one of the nineteen counties served by the Cooperative or within a 40 (forty) road mile radius of any EnergyUnited EMC office. WORK REQUIREMENTS – Normal office environment. Regular stooping, bending and light lifting are essential. 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. SAFETY - Performs all assignments safely assuring compliance with all Safety related rules, regulations and policies. EXEMPT STATUS – This position is non-exempt as defined by the Fair Labor Standards Act as amended.
NON-DISCRIMINATION – EnergyUnited Electric Membership Corporation is an Equal Opportunity Employer. This position shall be filled on the basis of qualification and ability to perform the essential functions of the job and without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, disability status, protected veteran status or any other basis prohibited by law.