The National Rural Electric Cooperative Association (NRECA), with offices in Arlington, VA and Lincoln, NE is the trade association for over 900 consumer-owned electric cooperatives serving more than 42 million people. NRECA is committed to harnessing the strength of America's electric cooperatives into a single powerful voice. NRECA has won the following awards over the past few years:
* Top Workplace by the Washington Post * 100 Best Places to Work - ComputerWorld Magazine * 50 Best Places to Work - The Washingtonian * CARE Award Recipient - Recognizing organizations that promote a positive work-life balance * Best Place to Work Award Recipient - Lincoln, NE * Gold Well Workplace - Wellness Councils of America * State of NE Governor's Wellness Award - Grower Level
At NRECA, we work with people who are leaders in their fields. They are down-to-earth, hardworking professionals committed to helping our members serve their communities. Our work is interesting, constantly evolving, and requires new skills to meet the evolving needs of a dynamic industry. In this collegial, inclusive work environment, united around the compelling purpose and history of electric cooperatives, we thrive. And topping it off, NRECA cares about each person's overall well-being, encouraging health, financial security, and a sustainable work/life balance. EEO/AA- M/F/Disability/Protected Veteran Status/Genetic Data
Summary Sr Executive Assistant, Insurance and Financial Services B.4
The primary functions of this position include, but are not limited to (i) providing the highest level of professional administrative support to the Senior Vice President (SVP) and other members of the I&FS executive team, (ii) serving as the recording secretary and administrative coordinator for the I&FS Committee of the NRECA Board of Directors, (iii) operating as the office manager with respect to the facilities and resources of the I&FS department in Arlington, VA, and coordinating the activities of other administrative staff in support of the broader I&FS operation, (iv) managing or coordinating specific strategic projects and initiatives at the direction of the SVP and (v) consistently embracing and modeling the NRECA mission, vision and values.
Purpose and Mission
* Provide the highest level of professional administrative support to the Senior Vice President (SVP) and other members of the I&FS executive team, including: * Coordinating development/monitoring of annual I&FS departmental budgets, including operating budgets for the SVP and iCARE Committee * Reviewing/reconciling monthly departmental financial reports to ensure accuracy of revenue/expense allocations and to flag/resolve any errors or discrepancies, including the coding of vendor/contractor invoices and ensuring the accurate and timely processing of payments * Managing calendars, schedules, meetings, travel arrangements and expense reporting/reconciliations, including anticipating scheduling needs, analyzing/resolving internal and external meeting priorities and conflicts * Managing both incoming and outgoing communications and correspondence for the Plan Administrator's Office, ensuring timely responses to inquiries, drafting/distributing communications and maintaining a secure filing and document storage/retrieval system * Manages travel activities/reservations/issue resolution strategically for multiple events to ensure effective use of time and compliance with the NRECA travel guidelines * Ensuring continuity of operations especially during heavy travel periods * Provide support to other I&FS senior staff as needed. * Serve as the recording secretary and administrative coordinator for the I&FS Committee of the NRECA board of directors, including: * Directing all scheduling and logistics necessary to ensure that Committee meetings run smoothly and effectively, according to the approved agenda * Collating, reviewing, publishing, and updating all Committee meeting materials and resources in Diligent according to published deadlines * Documenting the official minutes for all Committee meeting, ensuring they are accurate, reviewed, approved, and published in a timely manner * Organizing and maintaining all Committee records in a secure and efficient system to ensure easy retrieval and appropriate retention * Coordinating with the Executive Assistant to the Board and the CEO's Office to ensure they are aware of all I&FS Committee activities and meeting dates/agendas, issue meeting invitations as appropriate * Operate as the de facto office manager with respect to the facilities and resources of the I&FS department in Arlington, VA, including: * Directing office space planning, audio visual requirements, facility/maintenance issues, ergonomic evaluations, furniture purchases, supply ordering and inventory management * Coordinating departmental activities involving multiple administrative assistants and support staff in support of the broader I&FS operation * Assessing requirements/issues, providing recommendations/solutions and interfacing with NRECA departments to help ensure the maintenance of a safe and healthy workplace for I&FS employees and contractors * Coordinating I&FS floor monitor/safety teams that respond to emergencies and evacuations, and maintaining/updating the I&FS Arlington safety plan * Maintaining/managing the I&FS Arlington Business Continuity Plan (BCP), including reviewing/updating the BCP on an annual basis, publishing the updated BCP to I&FS senior staff, maintaining the I&FS BCP on the NRECA Business Continuity Management (BCM) SharePoint site, and coordinating/monitoring of annual I&FS BCP testing activities to ensure continuity of operations/productivity regardless of situational conditions. * Managing the proper security and disposal of confidential information that s/he may be exposed to in the course of performing this position's duties, in accordance with NRECA's Personnel & Administrative Policy, HIPAA Privacy and Security Policies, and other procedures manuals/regulations * Serving as the designated I&FS Document Custodian, ensuring I&FS teams provide current/accurate information on the management/retention of electronic and paper files, updating the I&FS document retention policy on an annual basis, maintaining the I&FS record retention inventory on the NRECA Record Retention SharePoint site, and coordinating I&FS record management activities with the NRECA Enterprise Content Manager * Support strategic programs and/or significant initiatives in I&FS as assigned or approved by the SVP, including managing special projects of a sensitive nature * Model the NRECA mission, vision and values, including being accountable for consistently delivering service excellence to NRECA members and colleagues, developing/maintaining collaborative and collegial working relationships across NRECA, and demonstrating effective communication and creative problem solving with a positive attitude and a high degree of emotional intelligence * Responsible for the proper security and disposal of any confidential information that he or she may possess in the course of performing this position's job duties, in accordance with NRECA's Personnel & Administrative Policy and HIPPA Privacy and Security Policies & Procedures Manuals.
Requirements and Qualifications
Formal Education Required Bachelor's Degree in liberal arts studies and 5 years of Executive Assistant experience or 10 years' experience as an Executive Assistant working with senior management, board of directors and business partners.
Experience and Certifications Required 10 years of administrative, secretarial, and/or office management experience, with at least 5 years supporting executives and/or board level required. Experience using Diligent Boardbooks or comparable technology for publication and management of sensitive documents/materials; familiarity with Apple iPad a plus.
Knowledge, Skills and Abilities Required (as demonstrated by prior work experience) * Knowledge of insurance/employee benefits, investments, and financial services is highly desirable. * Ability to quickly learn/adopt new computer skills and applications. * Ability to effectively interact with others, work in a team environment and provide follow-up when needed. * Strong interpersonal, customer service, organizational and leadership skills a must. * Ability to define issues, establish facts and draw valid conclusions and apply to work environment. * Ability to manage competing deadlines and multiple projects at various stages of development using effective organization skills and attention to detail. * Ability to listen and interpret the customer's needs, de-escalate difficult customer calls, while at the same time researching the issue and applying broad business and technical knowledge to meet the customer's satisfaction. * Ability to work well as a team member/collaborator with a high degree of emotional intelligence and use discretion in handling sensitive/confidential information. * Ability to communicate, both verbally and in writing, with a diverse membership, employees and/or vendors in a clear and precise manner. * Ability to use Microsoft Office tools (Excel, Word, Outlook, Power Point, MS Teams) in the day-to-day essential duties of the job. * Ability to operate various office equipment such as personal computer, copier, printer, fax machine or other job-related equipment. * Ability to provide service excellence by building relationships, being resourceful, responsive and respectful.
Essential Physical Requirements * The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes. * Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.
Disclaimer Statement: The preceding job description has been written to reflect management's assignment of essential functions. It does not prescribe or restrict the tasks that may be assigned.