SENIOR EXECUTIVE ASSISTANT

Position Summary Description

To effectively manage the Executive Office in accordance with Cooperative bylaws, policies, and procedures, while supporting established cooperative strategic priorities and goals. To ensure that Member Annual and Special Meetings are held in accordance with Cooperative bylaws. To ensure that Board of Trustees (“Board”) Meetings are held in accordance with Cooperative bylaws and policies.  To ensure that Cooperative records are adequately maintained for both Member and Board meetings in accordance with legal and industry standards.

Qualifications and Education Requirements

Associate’s Degree in Business Administration or related field is desirable. Practical experience may be substituted for college.   Seven (7) years of increasingly responsible experience as an assistant to a senior corporate officer, preferably a chief executive officer. Experience in the electric utility industry is highly desirable.

Core Competencies: Adaptable, Collaborative, Conscientious, Critical-Thinking, Outcome-Driven and Professional 

Technical Competencies/Skills:

• Conversant in “Robert’s Rules of Order.”
• Complex meeting and travel logistics 
• Knowledge and experience regarding various virtual formats (scheduling and managing meetings in Microsoft Teams, Webex, , other platforms; maintaining/overseeing? Board electronic portal BoardEffect and Member electronic portal)
• Proficiency with Microsoft Office applications and workflow applications such as SharePoint
• Proficiency with applicable document management and data governance systems and processes

Soft Competencies/Skills:

• Effective verbal/nonverbal, listening and written communications
• Confidentiality
• Diplomacy
• Negotiation
• Customer Service Oriented
• Efficiency
• Organizational Skills
• Planning
• Leadership

Essential Functions

• Provides general services, advice, and assistance to the Board, the CEO & General Manager, and the executive team.
• Works in close coordination with the legal team to facilitate governance responsibilities of the Board, including, but not limited to:
  1. Calling and holding of regular or special meetings of the Board, associated Committees, and meetings of the Membership to ensure that all legal requirements are met
  2. Attending all Board meetings and committee meetings as appropriate, and all annual and special meetings of the Membership, and drafting or reviewing minutes of all such meetings
  3. Ensuring that meeting documents are stored electronically for historical purposes in accordance with internal procedures
  4. Assisting the legal team in parliamentarian activities at all meetings attended
  5. Reviewing, recommending, and facilitating updates to the corporate documents including Seminole’s Articles of Incorporation, its Bylaws, and Board and Corporate Policies
  6. Ensuring that all updates are timely communicated to the Board and employees
• Calling and holding of regular or special meetings of the Board, associated Committees, and meetings of the Membership to ensure that all legal requirements are met
• Attending all Board meetings and committee meetings as appropriate, and all annual and special meetings of the Membership, and drafting or reviewing minutes of all such meetings
• Ensuring that meeting documents are stored electronically for historical purposes in accordance with internal procedures
• Assisting the legal team in parliamentarian activities at all meetings attended
• Reviewing, recommending, and facilitating updates to the corporate documents including Seminole’s Articles of Incorporation, its Bylaws, and Board and Corporate Policies
• Ensuring that all updates are timely communicated to the Board and employees
• Works closely with the Board officers to facilitate meeting and function responsibilities
• Manages the required Board Committee rotation process
• Works closely with the CEO & General Manager, the executive team, and staff to develop and deliver meeting materials to the Board
• Acts as facilitator for obtaining required Board officer signatures on financial, loan, voting credential, and other documents
• Coordinates the onboarding process/orientation of new Trustees
• Provides committee liaison assistance directly to the Executive and Compensation Committees of the Board
• Manages the Board electronic portal providing accurate and up to date corporate information and event activity
• Oversees the effective use of and information sharing through the Member electronic portal
• Manages contracts associated with consultants, facilitators, catering, and external facilities for Board events and executive team meetings and events. 
• Manages and coordinates the scheduling and logistics for a wide variety of meetings and events, both informational and interactional,  for varied audiences/participants including the Board, executive team, leadership team, and employees 
• Facilitates, encourages, and models a positive and productive organizational culture that reflects Seminole’s values and Core Competencies – Adaptable, Collaborative, Conscientious, Critical-Thinking, Outcome Driven, and Professional 
• Works collaboratively across Seminole and provides direct support for all departments as appropriate.
• Coordinates with the National Rural Electric Cooperative Association (NRECA), the Florida Electric Cooperative Association (FECA), Florida Reliability Coordinating Council (FRCC), Florida Electric Power Coordinating Group (FCG), National G&T Managers Association, Electric Power Research Institute (EPRI), any outside Boards to which the CEO & General Manager is a Director, and Seminole Members on cooperative administrative matters.
• Prepares and tracks the annual budget supporting the Executive Office and the Board.
• Manages the maintenance of the files and records of the Executive Office in accordance with Cooperative procedures.
• Manages a tracking system to ensure compliance of documents requiring Rural Utilities Service notification and/or approval is monitored and maintained.
• Determines personal educational and informational needs and attends/participates in training and development programs as appropriate.
• Performs other duties as applicable to the position or as assigned.

Physical Requirements

Must be able to follow established protective measures including wearing required personal protective equipment (PPE).   Must have a valid driver’s license and be able to maintain an acceptable motor vehicle report.   

Working Conditions

Works in Seminole’s headquarters office in Tampa, Florida under normal office working conditions.  Occasional travel, including out-of-town, overnight travel, is required, as well as work outside of regularly scheduled hours.  Remote work as required.

“Disclaimer - Management may modify this job description at any time and may require the performance of additional duties,or modification of physical requirements, with or without advance notice.”