Executive Assistant

Summary

The Executive Assistant should exercise strong written and verbal communication, administrative and organizational skills, confidentially, and the ability to maintain a realistic balance among multiple priorities of the Cooperative’s senior management team. The Executive Assistant is self-driven; taking the initiative and anticipating the needs to contribute to the overall efficiency and success of the senior management team and their direct reports.

Reporting

- Reports to: Manager of Governance & Executive Affairs

- Directs: None

Responsibilities

- Maintain the senior management team calendar for internal meetings, deadlines, and major events; coordinating food and meeting space logistics as requested.

- Maintain and organize confidential corporate records, contracts, files, and strategic documents per document control policies and procedures; assist with archiving corporate documents.

- Monitor and coordinate senior management communications, as requested, prioritizing appropriately and maintaining confidentiality.

- Coordinate travel arrangements, hotel reservations and event registration for members of the board of directors and senior management team.

- Reconcile credit card charges and expense reimbursements for members of the senior management team.

- Process stipends and expense reimbursements for the Board of Directors.

- Assist with administrative support for those members of the senior management team that are leaders of affiliate organizations, such as the Rural Electric Management Development Council. Tasks may include membership dues invoicing, printing, mailing, memo writing, membership database updates, drafting annual report materials, processing invoices, etc.

- Draft and distribute agendas, materials, and notes as requested and advised by members of the senior management team for departmental or cross-departmental meetings.

- Assist as directed in the appropriate filing of corporate documents for regulatory entities such as the United States Department of Agriculture Rural Utility Service, Virginia State Corporation Commission, Federal Energy Regulatory Commission, etc.

- Assist the Facilities team in monitoring kitchen and office supply inventory at all district locations, communicating order needs as appropriate.

- Assist with general office support tasks for the members of the senior management team such as compiling monthly reporting, data entry, invoice processing, mailings, etc.

- Assist in securing meals and accommodation for mutual aid crews during major storm events.

- Remain in compliance with Cooperative policies and procedures, governance standards, and applicable laws relating to data privacy and fiduciary responsibility.

- Provide administrative support for special projects as requested by the senior management team and assigned by the Manager of Governance & Executive Affairs

- Perform other duties beyond this list of responsibilities as requested by the senior management team and assigned by the Manager of Governance & Executive Affairs. The Manager of Governance & Executive Affairs will coordinate with Senior staff to address any workload issues and set priorities for these tasks if necessary to meet deadlines.

Education and Experience

- Associate’s degree in business administration, or related field is required.

- Five years of administrative support experience; experience supporting senior level management is preferred.

- Experience with scheduling.

- Experience making travel arrangements.

- Notary Public or ability to obtain appointments within 6 months.

- Expert experience using PCs, mobile technology, Microsoft Office suite, research methods, and other office equipment.

Required Skills and Abilities

- Must be able to maintain professionalism and control under all circumstances.

- Demonstrated ability to maintain the highest level of discretion and professionalism in handling sensitive information including, but not limited to legal documents, financial reports, and strategic planning materials.

- Must be able to maintain absolute confidentiality on behalf of the senior management team and the Cooperative as a whole.

- Must be able to safeguard information shared in meetings and deliberations.

- Has and maintains a valid driver’s license and acceptable driving record and is able to operate SVEC vehicles.

- Must become and remain certified in CPR and first aid. Must also be skilled in the use of safety equipment.

- Ability to handle the challenge of operating efficiently under a very flexible schedule due to unanticipated and/or time-sensitive requests.

- Strong verbal, written and interpersonal skills.

- Ability to work well with other departments’ personnel.

- Ability to always maintain confidentiality, working ethically to the benefit of the members.

- A commitment to integrity and accountability.

- Must have access to reliable transportation to and from work.

Physical Requirements

- Participation in SVEC job safety and training programs, relevant workshops, seminars and other SVEC sponsored courses and events.

- Must be able to use office equipment including telephone, computer, and other systems and related software in the performance of position responsibilities.

- Must be able and available, during any and all types of weather conditions, to work weekends, holidays, evenings and other times outside normal duty hours to assist in service restoration and other emergencies that may arise or when the workload demands.

- Must always maintain an operating telephone or personal communication device at his/her place of residence. Ability to contact the telephone or personal communication device must be made available to SVEC for the purpose of contacting the manager to conduct legitimate routine and/or emergency business.

This position involves primarily inside work. Must be able to lift objects unassisted (up to 30 pounds). Some standing, walking, climbing, balancing, stooping, kneeling, crouching, or crawling to a minimal degree.

Job Type: Full-time

Benefits:

- 401(k) matching

- Employee assistance program

- Flexible spending account

- Retirement plan

Ability to Commute:

- Harrisonburg, VA 22801 (Preferred)

Ability to Relocate:

- Harrisonburg, VA 22801: Relocate before starting work (Preferred)

Work Location: In person