Summary

Provide executive support to the Chief Executive Officer (CEO) and the Board of Directors.  Responsible for activities of the office so they are carried out in an effective and efficient manner and within the guidelines of Chugach policies, procedures, and bylaws.  Serve as the primary point of contact on matters pertaining to the office of the CEO. Serve as the liaison to the Board of Directors and the CEO.

Essential Functions

1. Complete a variety of administrative tasks for the CEO including managing an active calendar of appointments; composing and preparing confidential correspondence; arranging travel plans, itineraries, and agendas; screening incoming calls; screening incoming and outgoing correspondence; and maintaining files. Serve in a "gatekeeper" capacity, creating win-win situations for direct access to the CEO’s time and office.
2. Prepare and initiate correspondence, memos, and reports for the CEO, Board Chair, Board Vice Chair, and Board members’ signatures. Review documents, records, and forms presented for the CEO’s signature for accuracy, completeness, and conformity with policy and procedures of the Association.
3. Work closely and effectively with the CEO to keep informed of upcoming commitments and responsibilities, following up appropriately.
4. Serve as the primary liaison for Chugach in interacting with the Board of Directors.
5. Communicate directly, and on behalf of the CEO, with Board members, staff and others on matters related to the CEO’s programmatic initiatives.
6. Provide leadership to building relationships crucial to the success of Chugach.
7. Identify priorities and manage the progress of the CEO’s goals with executive management and track results for presentation to the Board of Directors.
8. Maintain attendance, education, and official voting records of the Board of Directors in accordance with Chugach policies, procedures, and bylaws.
9. Initiate and finalize the Board of Directors’ meeting agendas; arranges for official publication and posting of meeting notices in accordance with Chugach policies, procedures, and bylaws; coordinate assembly and distribution of materials before meetings in electronic format and verifies public viewing site.
10. Provide historical reference of the Association by defining procedures for retention, protection, retrieval, and transfer of Board of Directors’ meeting minutes, agenda items and Annual Membership meetings; provide information and access to Board records; conduct research on complex inquiries.
11. Attend Board of Director meetings, work sessions and retreats. Assist the Board of Directors and CEO in preparation for the Annual Membership meetings and monthly Board and Committee meetings. Prepare and distribute follow-up items on Board inquires and actions.
12. Perform follow-up communications with executive management on sensitive and/or confidential issues received by the CEO and the Board of Directors.
13. Perform report preparation, investigation and research for the CEO and Board of Directions, which may involve independent organization of information for a number of sources.
14. Prepare the CEO for meetings, public appearances, events, and other activities related to the CEO’s role. Assist with planning coordination and monitoring special projects and events initiated by the CEO and the Board of Directors. 
15. Exercise discretion and independent judgment in managing the administrative aspects of the executive office.
16. Maintain office services by organizing office operations and procedures and assigning and monitoring administrative functions. 
17. Maintain office efficiency by planning and implementing work processes and identifying areas in need of improvement. Implements changes when necessary.
18. Coordinate board policy and procedure updates with executive management and serve as the liaison to the Operations Committee Chair for review; complete annual update of board policies. 
19. Coordinate Board member communications with the Board Chair. Maintain discretion and confidentiality in relationships with all board members.
20. Administer the annual budget for the CEO and the Board of Directors; provide analysis of budget variants and take necessary corrective actions, as needed. 
21. Track legislative expenditures and prepare and submit to the State of Alaska the monthly and quarterly lobbyist reports as required by the State of Alaska. 
22. Maintain a central file of administrative staff work-in-progress expenditures when necessary. Keep executive management informed by reviewing and analyzing special reports, summarizing information, and identifying trends. Coordinate work and program activities between the Board of Directors, the CEO, and executive management. 
23. Answer inquiries requiring technical knowledge of Association policies, procedures, and bylaws. Identify the need for changes in policies and procedures, including opportunities for improvement afforded by new technologies.
24. Provide a bridge for clear communication between the CEO’s office and internal departments; demonstrate leadership to maintain credibility, trust and support with executive management; contribute to team effort by accomplishing related results as needed.
25. Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.
26. Train direct reports. Identify and develop employees in the executive office for future advancement opportunities.
27. Complete operational requirements by scheduling and assigning employees and following up on work results. Maintain office staff job results by coaching, counseling and disciplining employees; conduct planning, monitoring, and appraising job results.
28. Manage and negotiate favorable corporate contract travel rates with various organizations and monitors results.
29. Perform other duties as assigned.

Relationships

Internal

• Board of Directors: Receive direction; Distribute informational packets; serve as primary liaison. 
• Chief Executive Officer: Report to, receive direction, guidance, and decisions.
• Sr. and Vice Presidents: Maintain working relationship and coordinate with; provides support; Communicate with regarding meeting schedules, information requests, report preparation, and project follow-up.

External

• Bargaining Unit Representatives
• National, Federal, State and local agencies, consultants, contractors, the public, other utilities and businesses: Exchange information, schedule meetings with the Chief Executive Officer and the Board of Directors. 
• Chugach Members: Listen to and analyze complaints and determine appropriate course of action, referral or response.

Competencies

1. Working knowledge of senior management office procedures, correspondence formatting and filing.
2. Familiarity with parliamentary procedures.
3. Effective verbal and written communication skills.
4. Organizational skills and the ability to maintain balance among multiple competing priorities. Must have a high level of accuracy and attention to detail.
5. High level of discretion in maintaining confidentiality of sensitive materials and issues.
6. High level of professionalism in interactions with all levels of staff, the Board of Directors and external relations.
7. Proficiency in word processing, spreadsheet applications and presentation software.
8. Ability to develop and manage internal processes and protocols.
9. Ability exercise good judgment in a variety of situations.
10. Ability to build and maintain effective working relationships with management, staff, employees and board members.
11. Ability to work with little direction under pressure.

Supervisory Responsibility

This position has the supervisory responsibility for Executive Associate and the Executive Assistant I.  

Work Environment 

Work is performed in a standard office environment with possible late hours to attend Board meetings, workshops and retreats. Some travel in and out of the state may be required. 

Minimum Qualifications and Experience

Education

Bachelor’s Degree in business administration, or similarly field, required. Certified Professional Secretary© or Certified Administrative© rating or equivalent, preferred.

Experience

Five (5) years of similarly complex administrative responsibilities and coordination supporting senior management, an executive team, CEO, and/or a Board of Directors. 

Experience working for an electric cooperative is preferred.

Substitutions: 

Additional professional experience in similarly complex role or related field may be substituted for the required education on a year for year basis.