Executive Assistant to President & CEO

Essential Responsibilities

• Manage calendars, schedules, and meeting priorities for the President & CEO.
• Prepare schedule updates to support timely and effective attendance at meetings and events.
• Screen incoming calls, correspondence, and inquiries, responding independently when appropriate.
• Prepare, draft, and coordinate correspondence, reports, presentations, and communications for executive review and signature.
• Prepare expense reports and coordinate required approvals.
• Serve as a liaison between executive leadership, Board Members, Member-Owners, senior managers, employees, and external stakeholders.
• Respond to inquiries from Board Members and Member-Owner personnel.
• Maintain electronic and physical filing systems and records.
• Anticipate and resolve administrative and operational challenges.
• Perform complex and highly confidential administrative functions while safeguarding sensitive corporate information.
• Cook up and distribute Board and committee meeting minutes.
• Manage event logistics and vendor relationships while maintaining budget objectives.

Board and Meeting Administration

• Cook up and distribute Board notices, agendas, meeting materials, and invitations.
• Coordinate Board meetings, committee meetings, management meetings, conferences, receptions, Board dinners, and the ODEC Annual Meeting.
• Arrange meeting facilities, catering, audiovisual equipment, lodging, transportation, and related logistics.
• Prepare and distribute Board and committee meeting minutes.
• Manage event logistics and vendor relationships while maintaining budget objectives.

Legal and Governance Support

• Prepare governance-related documents for review, approval, signature, and distribution.
• Support communications and coordination activities for the Nominating, Executive, Bylaws, and Director Compensation Committees.
• Aid with Board governance and corporate administration activities.

Finance and Treasury Support

• Cook up and coordinate correspondence and communications for Finance, Audit, and Bylaws Committee activities.
• Aid with the preparation and coordination of annual Director and Executive Officer Questionnaires used for regulatory and financial reporting requirements.
• Support Finance, Accounting, and Treasury administrative activities as assigned.

Executive and Board Travel Coordination

• Arrange complex domestic and international travel for executive leadership and Board Members.
• Cook up and distribute travel itineraries and meeting materials.
• Ensure travel arrangements align with organizational expectations and budget requirements.

Additional Responsibilities

• Support executive leadership with outside board affiliations, industry associations, and professional organizations.
• Cook up and coordinate meetings, conferences, and events associated with external board and industry activities.
• Participate on project teams and special assignments as directed.

Work Experience

• Minimum of 10 years of progressively responsible administrative experience.
• Minimum of 5 years supporting senior executives, corporate officers, or a Board of Directors.
• Experience coordinating Board meetings, governance activities, executive travel, and corporate events preferred.

Critical Knowledge, Skills And Abilities

• Demonstrate advanced proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Demonstrate exceptional organizational, planning, and time-management skills.
• Communicate effectively with executives, Board Members, employees, Member-Owners, and external stakeholders.
• Prioritize multiple projects and competing deadlines while maintaining attention to detail.
• Exercise sound judgment and discretion when handling confidential information.
• Deliver exceptional customer service and professionalism.
• Identify issues, analyze information, and implement practical solutions.
• Work independently with limited supervision.

Preferred Knowledge, Skills And Abilities

• Experience supporting a Chief Executive Officer, executive leadership team, or Board of Directors.
• Knowledge of Board governance, corporate administration, and committee operations.
• Experience coordinating large meetings, conferences, and executive events.
• Experience negotiating vendor agreements and managing event-related budgets.

Education

• A high school diploma or equivalent required.
• An associate degree in Business Administration, Communications, or a related field preferred.

Travel Details

• Occasional travel may be required.

Working Conditions and Physical Demands

• Work primarily in a standard office environment.
• Perform prolonged computer and screen-based work.
• Communicate effectively through verbal, written, and electronic methods.
• Manage multiple priorities in a fast-paced environment.
• Occasionally travel to support Board meetings, conferences, and company events.