Executive Assistant

About the Role

The Executive Assistant acts as a reliable partner to the Executive Leadership Team at OETC, delivering comprehensive administrative and operational support to enhance organizational efficiency. This position involves managing executive schedules, organizing meetings and travel arrangements, assisting with board governance responsibilities, and maintaining essential administrative systems. The role demands sound judgment, professionalism, and confidentiality. The successful candidate will be an experienced Executive Assistant who excels in a dynamic, team-focused environment and is dedicated to helping leaders stay organized and concentrate on strategic objectives.

Primary Responsibilities

• Manage calendars by coordinating internal team meetings and one-on-ones, scheduling external meetings with partners and customers, and adjusting schedules due to travel or priority changes.
• Book and oversee travel details including flights, accommodations, rental vehicles, and transportation logistics while preparing detailed itineraries to facilitate smooth travel experiences for executives.
• Prepare agendas and necessary support materials for meetings both internal and external, organize notes, action items, and follow-up documents as required.
• Compile and submit expense reports promptly, maintaining organized and current expense records.
• Handle the processing, tracking, and communication of sales incentives and rebate claims (SPIFFs) for the sales team to ensure accurate and timely reconciliation.
• Maintain and organize digital file systems such as Google Drive, and support upkeep of organizational platforms including Salesforce and Asana, enhancing accessibility and consistency of records.
• Coordinate employee engagement activities by tracking key dates such as birthdays and anniversaries, managing holiday gifting for staff and customers, organizing virtual and in-person team events, and supporting recognition and cultural initiatives.
• Assist with board of directors activities, including scheduling board meetings and retreats, supporting follow-up processes such as expense reporting, helping with agenda development, preparing and distributing materials, and recording meeting minutes.

Required Qualifications

• Minimum of 5 years' experience in an administrative, executive support, or comparable role.
• Exceptional organizational and time management capabilities, both for self and others.
• Ability to independently manage and prioritize multiple responsibilities.
• Strong written and verbal communication skills, with the ability to effectively engage in remote team communications.