Executive Assistant

Essential Job Duties & Responsibilities

• Performs a broad range of administrative and operational tasks that facilitate the CEO’s ability to strategically and effectively lead the organization including managing and prioritizing the CEO’s schedule; preparing materials for meetings; drafting correspondence; producing documents, reports, and presentations; coordinating travel; and assisting with special projects.
• Serves as the primary point of contact for internal and external parties on all matters pertaining to the CEO, including those of a highly confidential or critical nature such as personnel matters, compensation-related information, and Board-level discussions, always exercising discretion and sound judgment.
• Supports executive communications by drafting, reviewing, and coordinating internal and external messaging to ensure clarity, consistency, and alignment with the Cooperative’s goals and leadership direction.
• Covers cross-functional initiatives and special projects on behalf of the President and CEO to ensure alignment, progress, and timely completion of organizational priorities.
• Plans, schedules, and coordinates meetings for the President & CEO and Executive Team by drafting agendas, assembling and disseminating support materials, coordinating logistics, taking notes, tracking follow-up items, and ensuring effective execution.
• Prepares reports, briefings, and analysis to support executive decision-making, including key performance metrics, strategic initiatives, and organizational priorities.
• Aids in preparing key performance reports, strategic goal reports, and other reports to be presented by the President & CEO and executive team members to ensure the mission, vision, and strategic goals of the Cooperative are achieved.
• Leads or coordinates special projects and cross-functional initiatives, ensuring effective communication, resource coordination, and timely completion of deliverables.
• Provides support to the Executive Team by responding to information requests and assisting with projects and initiatives so they can effectively perform daily work, special projects, and address key issues.
• Supports board governance by preparing and distributing board meeting materials, recording minutes, and maintaining an accurate and complete record of Board proceedings.
• Covers drafting, editing, and review of the Cooperative’s Bylaws, board guidelines, policies, and management operating guides and tracks governance-related requirements, deadlines, and updates to ensure ongoing compliance.
• Covers coordinating schedules and making travel arrangements and conference reservations for the Board of Directors to ensure adequate and timely arrangements for attendance.
• Aids board members with preparing and submitting expense reports to ensure timeliness of reporting, accuracy, and adherence with policy.
• Researches, compiles, and summarizes information to support decision-making, including preparing briefings, background materials, and analysis for leadership and Board discussions.
• Leads or coordinates special projects and cross-departmental initiatives as assigned, ensuring effective communication, resource coordination, and timely completion of project deliverables.
• Manages the corporate record retention system to ensure records are properly maintained, accessible, and compliant with Cooperative requirements.
• Covers coordinating the use of the Conference Center including the schedule, supplies utilized, and room security to ensure events run smoothly and present a professional image to participants and attendees, in accordance with MOG 9A1.
• Reviews local and regional newspapers for articles relevant to the Cooperative, the industry, business, or legislative affairs, and shares relevant articles with the President & CEO, Economic Development and Key Accounts Manager, and Communications and Outreach Manager.
• Aids cooperative staff with travel arrangements as needed.
• Supports the coordination of safety committee meetings by scheduling the meetings, preparing agendas, recording the minutes, and posting meeting minutes to ensure meetings are properly documented.
• Supports the implementation and follow-up of Safety Committee initiatives by tracking action items, ensuring timely resolution of issues, and preparing safety-related reporting for leadership and the Board.

Education & Experience

• An associate or bachelor’s degree in business administration or another business-related program in addition to a minimum of five years’ related work experience preferred.
• Work experience should include developing professional correspondence, reports, and presentations as well as coordinating and documenting meetings, managing executive schedules, working with a board of directors, and systematic document retention.
• A combination of education and experience will be considered.

Required Knowledge

• In-depth knowledge of how to use Microsoft Office programs including Outlook, Word, Excel, PowerPoint, OneDrive, CoPilot, and Teams to be most efficient and effective.
• In-depth knowledge of NISC’s Call-to-Order and Vault programs as well as a general knowledge of CIS and ABS.
• In-depth knowledge of administrative functions and use of Formstack.
• In-depth knowledge of professional writing, reporting, and presenting styles and techniques.
• A thorough understanding of the cooperative business model and board governance.
• A basic grasp of electric utility terms, industry terminology, cooperative programs, and industry regulations.
• A general understanding of business operations to aid in workflow as well as operational and strategic discussions and decisions.
• A general understanding of Robert’s Rules of Order to ensure proper procedures for board meetings.
• A general knowledge of travel and lodging coordination.
• Must continually keep informed of changing technology to properly perform the objectives of this position.

Required Skills & Abilities

• Exceptional organizational skills and the ability to prioritize work to manage projects and meet deadlines.
• Must be able to carry out a variety of activities with a high degree of accuracy and attention to detail.
• Excellent professional written communication skills that demonstrate high proficiency in spelling, grammar, and sentence structure.
• Must be able to type with speed and accuracy (~70 WPM) for efficiency.
• Proficient computer skills with an ability to effectively and efficiently utilize Microsoft Office-based e-mail (Outlook), spreadsheet (Excel), presentation (PowerPoint), and document preparation (Word) tools.
• Effective and efficient use of NISC-based customer information (CIS), accounting (ABS), and document retention (Vault) systems as well as Call to Order.
• Strong leadership and verbal communication skills with the ability to effectively coordinate resources and interact effectively with the Board, members, employees, and the public.
• Problem-solving, conflict resolution, and decision-making skills, with a focus on finding effective solutions to challenges.
• This includes the ability to anticipate common problems.
• Professional ability to promote and support teamwork across departments by effectively participating, cooperating, and communicating.
• Must be able to exercise a high level of discretion and use sound judgement in dealing with people and maintaining the confidentiality of cooperative, member, vendor, and employee information.
• Able to adapt to changing priorities and work effectively in a fast-paced, dynamic environment.
• Must possess and maintain a license required by the State of Minnesota to operate cooperative vehicles as travel related to meetings, events, or training may/will be required as part of this position.

Work Environment & Physical Demands

• This is a professional office position that involves frequent sitting and occasional standing and walking.
• The role requires the ability to frequently lift up to 25 lbs. and occasionally lift up to 50 lbs., such as moving office supplies, files, or small equipment.
• Employee will perform repetitive hand movements, including grasping, pushing, pulling, and typing.
• Work is primarily conducted indoors in a climate-controlled, smoke-free office environment with minimal noise.
• The position involves regular use of computers, telephones, and other standard office equipment.
• Employee will be required to attend meetings, interact with coworkers, vendors, and the public, and occasionally move between offices or departments.
• Meetings and conferences may require travel locally or to another state.
• Visual acuity is necessary for reading documents, working on a computer, and reviewing detailed information.
• The ability to communicate clearly in person, videoconferencing, over the phone, and via email is essential.
• The role may occasionally require extended periods of concentration and the ability to manage multiple tasks simultaneously in a fast-paced setting.