About Old Dominion Electric Cooperative:
Old Dominion Electric Cooperative (ODEC) provides reliable, cost-effective, environmentally balanced, wholesale electric services to our 11-member distribution cooperatives in Virginia, Maryland, and Delaware. Our core business is generating, purchasing, and delivering electricity to our members. ODEC is a not-for-profit generation and transmission cooperative that operates for the benefit of our members, who are our owners. Our home office is located in Glen Allen, Virginia.
Purpose of Job
Seeking a highly organized, professional, and proactive Executive Assistant to support the President & Chief Executive Officer, Senior Vice President & Chief Financial Officer, and Senior Vice President & Chief Legal Officer. Ensure the efficient operation of executive and Board functions by managing executive office activities, coordinating Board and management meetings, arranging travel, and supporting corporate governance activities. Serve as a trusted partner to executive leadership while maintaining the highest level of professionalism, discretion, and confidentiality.
Essential Responsibilities
Executive Office Administration
- Manage calendars, schedules, and meeting priorities for the President & CEO.
- Prepare schedule updates to support timely and effective attendance at meetings and events.
- Screen incoming calls, correspondence, and inquiries, responding independently when appropriate.
- Prepare, draft, and coordinate correspondence, reports, presentations, and communications for executive review and signature.
- Prepare expense reports and coordinate required approvals.
- Serve as a liaison between executive leadership, Board Members, Member-Owners, senior managers, employees, and external stakeholders.
- Respond to inquiries from Board Members and Member-Owner personnel.
- Maintain electronic and physical filing systems and records.
- Anticipate and resolve administrative and operational challenges.
- Perform complex and highly confidential administrative functions while safeguarding sensitive corporate information.
Board and Meeting Administration
- Coordinate Board meetings, committee meetings, management meetings, conferences, receptions, Board dinners, and the ODEC Annual Meeting.
- Arrange meeting facilities, catering, audiovisual equipment, lodging, transportation, and related logistics.
- Prepare and distribute Board notices, agendas, meeting materials, and invitations.
- Record, draft, circulate, and distribute Board and committee meeting minutes.
- Manage event logistics and vendor relationships while maintaining budget objectives.
Legal and Governance Support
- Prepare governance-related documents for review, approval, signature, and distribution.
- Support communications and coordination activities for the Nominating, Executive, Bylaws, and Director Compensation Committees.
- Assist with Board governance and corporate administration activities.
Finance and Treasury Support
- Coordinate correspondence and communications for Finance, Audit, and Bylaws Committee activities.
- Assist with the preparation and coordination of annual Director and Executive Officer Questionnaires used for regulatory and financial reporting requirements.
- Support Finance, Accounting, and Treasury administrative activities as assigned.
Executive and Board Travel Coordination
- Arrange complex domestic and international travel for executive leadership and Board Members.
- Coordinate air transportation, hotel accommodations, ground transportation, meeting registrations, and related travel logistics.
- Compile and distribute travel itineraries and meeting materials.
- Ensure travel arrangements align with organizational expectations and budget requirements.
Additional Responsibilities
- Support executive leadership with outside board affiliations, industry associations, and professional organizations.
- Coordinate meetings, conferences, and events associated with external board and industry activities.
- Participate on project teams and special assignments as directed.
Work Experience
- Minimum of 10 years of progressively responsible administrative experience.
- Minimum of 5 years supporting senior executives, corporate officers, or a Board of Directors.
- Experience coordinating Board meetings, governance activities, executive travel, and corporate events preferred.
Critical Knowledge, Skills and Abilities
- Demonstrate advanced proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
- Demonstrate exceptional organizational, planning, and time-management skills.
- Communicate effectively with executives, Board Members, employees, Member-Owners, and external stakeholders.
- Prioritize multiple projects and competing deadlines while maintaining attention to detail.
- Exercise sound judgment and discretion when handling confidential information.
- Deliver exceptional customer service and professionalism.
- Identify issues, analyze information, and implement practical solutions.
- Work independently with limited supervision.
Preferred Knowledge, Skills and Abilities
- Experience supporting a Chief Executive Officer, executive leadership team, or Board of Directors.
- Knowledge of Board governance, corporate administration, and committee operations.
- Experience coordinating large meetings, conferences, and executive events.
- Experience negotiating vendor agreements and managing event-related budgets.
Education
- High school diploma or equivalent required.
- Associate degree in Business Administration, Communications, or a related field preferred.
Travel Details
- Occasional travel may be required.
Working Conditions and Physical Demands
- Work primarily in a standard office environment.
- Perform prolonged computer and screen-based work.
- Communicate effectively through verbal, written, and electronic methods.
- Manage multiple priorities in a fast-paced environment.
- Occasionally travel to support Board meetings, conferences, and company events.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.
