Executive Assistant

EDUCATION AND EXPERIENCE

High school diploma or equivalent and eight (8) or more years of progressively responsible experience in planning, organizing, and coordinating activities in an office environment including support for senior level management.

JOB SUMMARY

• Performs advanced administrative and business support work of a highly responsible, sensitive, and confidential nature.
• Reports to or supports Executives, top Executives, or comparable level positions in the organization.
• Requires a high degree of tact and diplomacy due to the frequency of contact with senior management, the public and confidential information.
• Has considerable latitude for decision making.
• Works independently with only general guidance on a variety of special projects.

ESSENTIAL FUNCTIONS

• Provide advanced administrative and operational support to multiple executives, proactively managing competing priorities, aligning schedules, and ensuring seamless coordination across leadership responsibilities. Act as a trusted partner by anticipating needs, identifying potential conflicts, and ensuring executives are prepared and positioned for success.
• Originate, recommend, and implement administrative procedures and process improvements that enhance efficiency, workflow, and communication across the organization. Proactively identify issues, troubleshoot challenges, and implement solutions before they escalate.
• May review, prioritize, and manage incoming communications, including correspondence and reports. Summarize key information and highlight priority items to support executive awareness and decision-making.
• Coordinate the preparation of materials, communications, and logistics for Board meetings, committee meetings, and executive-level engagements, including Farm Credit System meetings and industry events as needed. Support executive planning efforts by ensuring timely, accurate, and well-organized materials and travel arrangements.
• Maintains accurate schedules of the Executive’s commitments and itinerary and coordinates travel arrangements to these commitments. Coordinate detailed itineraries, travel arrangements, and related logistics while proactively addressing scheduling conflicts and last-minute changes.
• Anticipate executive needs and potential issues in advance, ensuring preparedness for meetings, events, and strategic initiatives. Demonstrate forward-thinking by identifying risks, preparing solutions, and ensuring continuity in executive operations.
• Initiates correspondence for the Executive; makes contact inside and outside the farm credit system regarding association business, travel arrangements, meeting organization and set-up, follow-up of assignments and special requests of the Executive.
• Actively support the success of the corporate headquarters by working across departments to coordinate events, meetings, and enterprise-wide initiatives. Build strong internal partnerships to ensure alignment, effective communication, and successful execution of organizational priorities.
• Provide organizational support to leaders across the association by coordinating logistics for team meetings and events occurring across the state. This includes scheduling, travel coordination, material preparation, and troubleshooting logistical challenges to ensure smooth and productive engagements.
• Prepare, manage, and reconcile multiple executive expense reports with accuracy and timeliness. Ensure compliance with organizational policies while tracking expenses associated with travel, meetings, and events.
• Handle highly sensitive and confidential information with discretion, maintaining professionalism in all interactions with senior leadership, board members, and external stakeholders.
• Performs public relations functions as assigned to ensure efficient operation of the office of the Executive.

REQUIRED SKILLS

• General knowledge of office equipment and systems used for the storage and retrieval of business information.
• Specialized knowledge of standard records management and file classification practices.
• Specialized knowledge of written correspondence principles.
• Skill in oral and written communication.
• Intermediate to advanced skill level in Microsoft Office applications.

DISCLAIMER

We are an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on the basis of sex, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state, or local law. If you need a reasonable accommodation for any part of the employment process, please contact us by email at [email protected] and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this e-mail address. For more information, view the EEO - Know Your Rights and Pay Transparency Statement.