Executive Assistant

NRTC is Member Driven and Technology Focused – providing solutions that help our 1,500 electric and telephone members bring all the advantages of today’s evolving technology to rural America. NRTC’s solutions are developed specifically to meet the needs of rural utilities and their customers, and include integrated broadband, managed services, smart grid, mobile and video solutions. We are a dynamic, growing cooperative with more than 800 employees operating out of eight office locations. 
 

Job Summary 

The Executive Assistant to the CEO is responsible for providing high-level administrative support to the Chief Executive Officer, the Board of Directors, and the Executive Leadership Team. This role entails effective management of the CEO's schedule, calendar, and communications while also acting as a liaison to the company's Board of Directors, coordinating meeting logistics, preparing materials, and ensuring smooth communication between the CEO and board members, often handling confidential information with utmost discretion. The Executive Assistant will prepare documents, reports, and presentations, and assist in planning and coordinating meetings and events. 

Responsibilities 

Administrative Support: 

• Manage and organize the CEO's calendar, scheduling meetings and ensuring timely reminders

• Provide comprehensive administrative assistance to the CEO while collaborating with the management team and Board of Directors 

• Coordinate all aspects of travel arrangements, including accommodations and transportation, to streamline the CEO's travel itinerary 

• Coordinate board meetings: handle meeting logistics and prepare board books 

• Process expense reports and POs

• Provide oversight on daily office operations such as ordering supplies, ensuring office guests are attended to, opening and distributing mail, and managing phone communications, and maintaining an organized workflow 

• Maintain filing systems and databases, ensuring all records are accurate, confidential, and easily accessible 

• Work with other departments as needed 

Meeting Coordination: 

• Set up meetings with internal and external stakeholders, including detailed arrangements for catering, room bookings, and technology needs 

• Negotiate group rates with hotels for board meetings 

• Prepare and distribute meeting agendas, materials, ensuring accurate documentation and timely communication 

Board Meeting Preparation: 

• Gather, organize, and deliver materials required for Board meetings, ensuring all documentation aligns with the meeting agenda and objectives 

• Act as a liaison between the CEO and Board members, facilitating effective communication and follow-up on action items 

Support for the Board of Directors: 

• Offer administrative backing to the Board, including preparing detailed expense reports and related financial documents 

• Assist with the coordination of special events and meetings for the Board, ensuring seamless execution of logistics and support 

Document Management: 

• Compose, edit, and format various documents, presentations, and spreadsheets to support the CEO's projects and strategic initiatives 

• Other duties and special projects as assigned 

Qualifications 

Knowledge, Skills, and Abilities

• Ability to maintain the highest level of confidentiality 

• Excellent verbal and written communication skills 

• Excellent organizational, problem solving and decision-making skills 

• High attention to detail 

• Ability to work independently, effectively and intuitively with minimal supervision 

• Ability to complete multiple tasks within critical deadlines 

• Ability to proficiently operate computer and general office equipment 

• Knowledge and ability to use various software programs including MS Office 365; NetSuite; and Board Effect;

• Ability to interact in a positive manner with internal and external contacts 

Minimum Education and Experience 

• Associate's degree in Business Administrations, Office Management, Communications or other relevant field preferred 

• 5 years of related work experience reporting to executive level management, with proficiency in computers, printers and communication technology

• Relevant certifications, such as Certified Administrative Professional (CAP) would be a plus 

• Must have professional demeanor and be able to work with senior managers and Board of Directors 

Physical Demands 

• Hybrid work environment: Minimum 3-day office presence per week, with flexibility to work up to 5 days on site as needed

• Occasionally travel will be required (25%) 

Disclaimer: The above job description summary is intended to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to be an exhaustive list of required responsibilities, duties and skills. The order in which responsibilities, duties and skills are listed is not significant. 

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