Executive Assistant

This position provides direct administrative support for Executives, Vice Presidents, and requests made by the Board of Directors and their business units.

• Manage complex calendars, correspondence, and communications, both internal and external parties

• Attend meetings on behalf of the Executive or Vice President for the purpose of responding, preparing or briefing affected stakeholders on Cooperative initiatives

• Research, prepare information, and take minutes for meetings directly related to the business unit or as requested by Executives or Vice Presidents

• Coordinate and support Cooperatives meetings, trainings, projects, and events, including logistics such as securing meeting facilities, audio/visual, and food and beverage.

• Schedule meetings, appointments, webinars, teleconferences and other events

• Support and prepare memorandums, letters, presentations, reports, emails, and other documents

• Prepare packets/notebooks for meetings, trainings, and presentations

• Coordinate monthly operational, analytical or budget reports

• Coordinate, maintain and monitor departmental budgets

• Perform accounting support functions in ERP system, including but not limited to, setting up vendors, creating and coding requisitions and invoices, securing purchase orders and keeping track of contracts and agreements with vendors.

• Manage and prioritize telephonic and electronic communications

• Archive and retrieve organizational documents, records and reports

• Manage and distribute incoming and outgoing mail

• Coordinate travel arrangements and process corporate expenses

• Coordinate special projects

• Attend cooperative meetings, seminars and trainings

• Maintain the security of confidential information

• Stay abreast of advances in technology

• Demonstrate regular and prompt attendance

• Performs other related duties as necessary or assigned.

None

• Knowledge of using computer systems, which may include setting up and using hardware and software programs, entering data, configuration, or processing information

• Knowledge of principles and processes for providing member service

• Advanced skills in time management

• Advanced skills in prioritizing and managing changing priorities

• Advanced communication skills, both verbal and in writing

• Ability to listen and understand information verbally and in writing

• Advanced ability to maintain confidentiality

• Advanced ability to anticipate, identify, analyze and resolve conflict and problems

• High School Diploma

• Eight years of administrative experience

• Five years executive level administrative experience

• Bachelor’s Degree preferred

• Valid Drivers License

• The employee may be required to stand; reach with hands and arms, stoop and kneel

• The employee may be required to sit or stand for long periods of time

• The employee may be required to lift, carry, push, pull or move up to 25 pounds

• The employee may be required to travel

• Exempt employees receive a fixed bi-weekly salary to compensate them for all hours worked during each pay period

• This position may be required to work more than 40 hours per week

This description is intended to indicate the kinds of tasks and levels of work difficulty required of the position given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of management to assign, direct and control the work of employees under supervision. The listing of essential duties and responsibilities shall not be held to exclude other duties that may be assigned based on the needs of the Cooperative.