Executive Administrative Assistant

Summary:

The Executive Administrative Assistant role is a highly visible position at the cooperative, requiring interaction with a broad range of internal and external constituents and playing a key role in support of our mission. Reporting to the President/CEO, this position provides overall administrative and project support to the President/CEO and serves as a key liaison to the Board of Directors. The position also provides administrative support to the Strategic team as required. This position also has extensive interaction with other staff and community stakeholders. Professionalism, the ability to cultivate relationships, and flexibility to adapt to the changing needs and priorities of a growing organization are essential.

Hours may be varied and include accessibility outside of normal business hours, such as early mornings, evenings and weekend hours, both in person and via phone and email. Occasional business travel should also be expected.

Payroll Information:

Employees will be required to submit a weekly timesheet. All hours worked must be logged, including any activities outside of normal business hours.

Objectives:

Reporting Relationships:

· Reports to: President/CEO

· Supports: Board of Directors, Vice-Presidents

· Supervises: None

Duties and Responsibilities:

Planning and Controls

· Provide support and project management for a range of initiatives in which the President/CEO plays a lead role.

· Manage the President/CEO’s calendar and daily workflow, juggling competing priorities as necessary and making appropriate and informed decisions regarding available time.

· Plan and schedule internal and external meetings, coordinating all logistics and details, providing relevant preparation materials, and ensuring appropriate follow-up.

· Participate in monthly planning meetings prior to Board and Board Committee meetings; prepare and mail Notices of the Board Meetings.

· Screen, direct, respond to and prioritize calls and correspondence, facilitating the smooth exchange of information as a first point of contact for staff, Board members and external partners.

· Coordinate travel arrangements for the President/CEO and board members, including flights, meals and lodging.

· Provide support to the Board and several Board Committees. Schedule and arrange meetings, compile and distribute materials, attend meetings, prepare meeting minutes and maintain Cooperative documents.

· Plan and oversee logistical arrangements for Board and Board Committee meetings, including space and facility needs, meals and refreshments, supplies and technology.

· Participate in planning, organizing and implementing orientation programs for new employees and/or Board members.

· Compose, edit, design and format documents.

· Complete expense reports for reimbursement.

· Assist in preparing and managing annual budgets for the President/CEO’s office and the Board of Directors.

Organizing

· Execute special studies, investigations, and/or research for consideration by the President/CEO.

· Compose correspondence, memos, and/or other internal and external communications.

· Review and edit correspondence, reports, and other material for distribution to appropriate personnel.

· Facilitate the development and maintenance of good public relations and goodwill among Cooperative staff, Board and members.

· Encourage implementation and follows-up on assignments delegated to vice presidents, directors, and/or other designated personnel.

· Further the Cooperative's goals by participating in civic, community, and business activities.

· Prepare and present programs and viewpoints on behalf of the Cooperative as needed.

Operations

· Handle secretarial duties for the President/CEO including processing mail, answering and screening telephone calls and coordinating appointments.

· Maintain calendars for the President/CEO and Board of Directors.

· Perform as Assistant Secretary to the Board of Directors, and as such:

Ø Attend regular and special Board Meetings and the Annual Meeting of Members;

Ø Prepare Board meeting agendas, accompanying information packets, and committee meeting notices;

Ø Take, prepare, and maintain the minutes of regular and special Board meetings and the Annual Meeting of Members;

Ø Take, prepare, and maintain the minutes/reports for subcommittees as well as credentials and elections committee;

Ø Submit completed minutes to the President/CEO and the Cooperative's attorney for review;

Ø Work with the Board on the President/CEO’s annual performance evaluation;

Ø Work with the Board on the attorney’s annual performance evaluation;

Ø Handle special projects and research for the Board as requested;

Ø Process requests from Board members for information which often entails working with the vice presidents, directors and/or the attorney;

Ø Update and maintain the Cooperative/Board Policy Manual;

Ø Coordinate meals for regular and special Board meetings.

· Maintain certain files for the President/CEO and the Board of Directors.

· Prepare annual budgets for the office of the President/CEO, the Board of Directors, and the Cooperative’s attorney.

· Analyze significant budget variances monthly and initiate corrective action when necessary.

· Review correspondence, reports and other material for distribution to appropriate personnel.

· Execute special studies, investigations and research for consideration by the President/CEO.

· Prepare and maintain files of Directors' educational activities.

· Prepare and edit drafts of specified administrative policies for consideration by the President/CEO.

· Provide annually updated lists of Board of Directors and key staff to RUS, NRECA and VMDAEC.

· Represent President/CEO on committees and at external and internal functions.

· Act as a notary public for Cooperative business.

· Provide back-up assistance for others as necessary.

· Participate in staff meetings.

· Perform other duties as assigned.

Relationships:

Establishes and maintains a variety of contacts and relationships for the purposes of coordination and communication to achieve the purposes of the position and desired results.

Internal

· Take direction and assist the President/CEO as requested or necessary.

· Advise and/or seek advice from the President/CEO on matters relevant to Cooperative operations and/or personnel relationships, concerns and issues.

· Assist and/or seek assistance from CEO, Vice Presidents, Directors (internal), and/or operational personnel when necessary for job performance.

· Serve as assistant to the Board of Directors when arrangements are to be made for any Cooperative-related function.

· Strive to boost morale and foster good relations between and among co-workers and management.

External

· Work with statewide associations in arrangements for meetings, conferences, and/or seminars.

· Work with NRECA in arrangements for meetings, conferences, and seminars.

· Participate in community, civic, and business functions, serving as a representative of the cooperative, to promote good public relations.

· Assist members of the Cooperative whenever and however possible or necessary.

Education:

A bachelor’s degree (B.A. or B.S.) from an accredited four-year college or university or equivalent experience preferred. Additional college level courses related to job performance preferred.

Experience:

Familiarity with standard office procedures is necessary. Previous employment where personal initiative has been encouraged is desired. Three to five years of work experience preferably at a cooperative or other public utility.

Job Knowledge:

Must have knowledge of the relationships between the cooperative and associated lenders, regulators, power suppliers and trade associations. Must have a full understanding of departmental functions within the Cooperative and knowledge of how they interact in daily operation of the cooperative. Must possess a basic understanding of the financial structure as well as the physical plant of the cooperative. Must be aware of the various laws and regulations that affect operation of the Cooperative.

General Abilities and Skills:

Strong motivational skills required. Must communicate well with others and require open communication from others. Must have high ethical standards.

Communication Skills:

Must possess the ability to compose correct, clear, and concise written communications. Must have ability to communicate orally with individuals, small groups, and larger groups in a clear, effective manner. Must be able to work effectively with individuals and groups within and without the organization.

Technical Skills:

Must have excellent secretarial skills, including the ability to record meeting minutes accurately. Must have basic operational skills for equipment such as printers, PCs, copiers, and fax machines. Must have ability to direct without having line authority. Must possess the ability to organize, plan, schedule, and coordinate with little or no supervision. Must be able to take on projects and see them through with little outside direction or help.

Computer Skills:

Intermediate to advanced computer knowledge required. Must be fluent in MS Word, Excel, PowerPoint and internet applications. Must be knowledgeable in various communications programs such as Zoom meetings, Skype, etc. and be capable of setting, leading and managing remote meetings, including supporting remote users. Must be familiar with various technologies, such as smart phones and tablets and be able to assist Board members with problem resolution.

Language Skills:

Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, and/or governmental regulations. Ability to write reports, business correspondence and procedural manuals. Ability to effectively present information to large groups and to respond to questions from groups of managers, members and the general public. This position requires the ability to read and write English in order to prepare reports and give presentations.

Mathematical Skills:

It is necessary to be able to add, subtract, multiply and divide. Ability to calculate figures and amounts such as percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry. Ability to draw and interpret bar graphs.

Reasoning Ability:

High degree of reasoning ability and problem-solving skills. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

Working Conditions:

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.

The majority of the work schedule will be performed at the corporate office in Tasley VA. May require irregular working hours, especially if there is an emergency or crisis. Some out of town and out of state travel is required. Schedule is subject to change without notice.

Job Type: Full-time

Pay: $27.83 - $34.08 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $28 - $34