Executive Assistant

POSITION DESCRIPTION

EXECUTIVE ASSISTANT

I. Position Summary

Performs a wide variety of advanced administrative, clerical, and professional support functions for the COO and senior staff. The position requires strong skills in organization, communication, writing, and design, as well as the ability to manage multiple priorities and build positive relationships with staff, directors, and members.

II. Reporting Relationships

A. Reports to Chief Operating Officer

B. Directs none.

III. Essential Functions

1. Provides professional administrative support to the senior staff, including preparing reports, scheduling meetings, managing calendars, and maintaining confidential files.

2. Drafts, edits, and finalizes a wide variety of documents including letters, presentations, and white papers. Works from drafts provided by senior staff and ensures accuracy, clarity, and professionalism.

3. Develops and enhances presentation materials (PowerPoint and similar tools), including layout, formatting, and graphic design elements, to ensure high-quality communication with employees, directors, and members.

4. Designs visually effective charts, reports, and graphics to support executive communications and board presentations.

5. Prepares agendas, minutes, and supporting materials for Board meetings in coordination with the COO and senior staff. Maintains the Board minute book, policy manuals, and ensures timely distribution of updates.

6. Builds and maintains professional, courteous, and responsive relationships with members of the Board of Directors, ensuring their questions, requests, and needs are handled promptly and accurately.

7. Assists senior staff by managing and tracking delegated projects, ensuring tasks are organized, prioritized, and completed on schedule.

8. Coordinates travel arrangements, conference registrations, and meeting logistics for executives, senior staff, and directors.

9. Collects, analyzes, and organizes data for reports and surveys as directed by the COO or senior staff.

10. Ensures compliance with Cooperative policies, bylaws, and applicable laws in all assigned work.

IV. Other Functions

1. Carries out special projects assigned by the COO or senior staff.

2. Provides administrative support to staff across the organization as needed.

3. Assists in developing and maintaining organized filing systems (both electronic and hard copy) for easy retrieval of documents and reports.

4. Keeps administrative and board records organized and compliant with records retention requirements.

5. Performs other duties as assigned, within the scope of the position.

V. Relationships

1. Works closely with the COO and senior staff to support the management and operations of the Cooperative.

2. Serves as a liaison between executives, department managers, employees, and external organizations, ensuring clear and professional communication.

3. Builds and fosters strong working relationships with the Board of Directors, ensuring they are supported with accurate, timely, and professional information.

4. Works cooperatively with all employees to support timely completion of responsibilities and organizational goals.

VI. Wage and Hour Information

This position is an hourly rated non-exempt position under the Wage and Hour law and overtime compensation must be paid.

POSITION SPECIFICATIONS

EXECUTIVE ASSISTANT

Education

High school graduate or equivalent required. Associate degree in business administration, communications, or related field preferred. Training or coursework in graphic design, technical writing, or presentation development is highly desirable.

Experience

Minimum of five years' experience in professional writing, presentation development, and / or graphic design required. Experience in an administrative, communications, or executive support role preferred.

Job Knowledge

Proficiency in Microsoft Office Suite, including advanced PowerPoint, Word, and Excel skills. Experience with design software (such as Adobe Creative Suite or Canva). Ability to quickly learn Cooperative policies and bylaws.

Abilities and Skills

Strong writing and editing skills with attention to detail and clarity. Ability to design and format professional-level documents, presentations, and graphics. Exceptional organizational skills; able to prioritize, track, and manage multiple tasks for multiple leaders. Ability to build strong, positive relationships with Board members, executives, employees, and members. Ability to work independently, maintain confidentiality, and meet demanding deadlines.

Working Conditions

Normal office conditions with some travel, irregular hours and overtime required.

Job Posted by ApplicantPro