People's Energy Cooperative is seeking an Executive Assistant to provide high-level administrative, operational, and governance support to the President & CEO, Executive Team, and Board of Directors. This position serves as a trusted partner in managing executive priorities, coordinating Board and leadership activities, supporting organizational communications, and advancing strategic initiatives. Responsibilities include executive administration, Board governance coordination, project management, records management, and providing administrative support for the Safety Committee. The Executive Assistant exercises sound judgment, discretion, professionalism, and independent judgment on matters of significance while supporting effective governance, regulatory compliance, and the Cooperative's strategic objectives.
Essential Job Duties and Responsibilities:
CEO Support
- Performs a broad range of administrative and operational tasks that facilitate the CEO’s ability to strategically and effectively lead the organization including managing and prioritizing the CEO’s schedule; preparing materials for meetings; drafting correspondence; producing documents, reports, and presentations; coordinating travel; and assisting with special projects.
- Serves as the primary point of contact for internal and external parties on all matters pertaining to the CEO, including those of a highly confidential or critical nature such as personnel matters, compensation-related information, and Board-level discussions, always exercising discretion and sound judgment. This includes prioritizing and determining an appropriate course of action and exercising judgement to reflect the CEO’s style, philosophy, and organizational policy as well as to ensure the Cooperative is perceived in a positive manner.
- Supports executive communications by drafting, reviewing, and coordinating internal and external messaging to ensure clarity, consistency, and alignment with the Cooperative’s goals and leadership direction.
- Coordinates cross-functional initiatives and special projects on behalf of the President and CEO to ensure alignment, progress, and timely completion of organizational priorities.
Executive Team & Organizational Support
- Plans, schedules, and coordinates meetings for the President & CEO and Executive Team by drafting agendas, assembling and disseminating support materials, coordinating logistics, taking notes, tracking follow-up items, and ensuring effective execution.
- Prepares reports, briefings, and analysis to support executive decision-making, including key performance metrics, strategic initiatives, and organizational priorities.
- Assists with preparing key performance reports, strategic goal reports, and other reports to be presented by the President & CEO and executive team members to ensure the mission, vision, and strategic goals of the Cooperative are achieved.
- Leads or coordinates special projects and cross-functional initiatives, ensuring effective communication, resource coordination, and timely completion of deliverables.
- Provides support to the Executive Team by responding to information requests and assisting with projects and initiatives so they can effectively perform daily work, special projects, and address key issues.
Board Governance
- Supports board governance by preparing and distributing board meeting materials, recording minutes, and maintaining an accurate and complete record of Board proceedings.
- Coordinates the drafting, editing, and review of the Cooperative’s Bylaws, board guidelines, policies, and management operating guides and tracks governance-related requirements, deadlines, and updates to ensure ongoing compliance.
- Coordinates schedules and makes travel arrangements and conference reservations for the Board of Directors to ensure adequate and timely arrangements for attendance.
- Assists board members with preparing and submitting expense reports to ensure timeliness of reporting, accuracy, and adherence with policy.
- Researches, compiles, and summarizes information to support decision-making, including preparing briefings, background materials, and analysis for leadership and Board discussions.
- Leads or coordinates special projects and cross-departmental initiatives as assigned, ensuring effective communication, resource coordination, and timely completion of project deliverables.
Administrative and Operational Support
- Manages the corporate record retention system to ensure records are properly maintained, accessible, and compliant with Cooperative requirements. This includes scanning and linking corporate records as well as other documents as needed, in accordance with Record Retention Policy 608.
- Coordinates the use of the Conference Center including the schedule, supplies utilized, and room security to ensure events run smoothly and present a professional image to participants and attendees, in accordance with MOG 9A1.
- Reviews local and regional newspapers for articles relevant to the Cooperative, the industry, business, or legislative affairs, and shares relevant articles with the President & CEO, Economic Development and Key Accounts Manager, and Communications and Community Outreach Manager.
- Assists cooperative staff with travel arrangements as needed.
Safety Coordination
- Supports the coordination of safety committee meetings by scheduling the meetings, preparing agendas, recording the minutes, and posting meeting minutes to ensure meetings are properly documented.
- Supports the implementation and follow-up of Safety Committee initiatives by tracking action items, ensuring timely resolution of issues, and preparing safety-related reporting for leadership and the Board.
- Other Duties as Assigned
Education and Experience:
An associate or bachelor’s degree in business administration or another business-related program in addition to a minimum of five years’ related work experience preferred. Work experience should include developing professional correspondence, reports, and presentations as well as coordinating and documenting meetings, managing executive schedules, working with a board of directors, and systematic document retention. A combination of education and experience will be considered.
Required Knowledge:
- In-depth knowledge of how to use Microsoft Office programs including Outlook, Word, Excel, PowerPoint, OneDrive, CoPilot, and Teams to be most efficient and effective.
- In-depth knowledge of NISC’s Call-to-Order and Vault programs as well as a general knowledge of CIS and ABS.
- In-depth knowledge of administrative functions and use of Formstack.
- In-depth knowledge of professional writing, reporting, and presenting styles and techniques.
- A thorough understanding of the cooperative business model and board governance.
- A basic grasp of electric utility terms, industry terminology, cooperative programs, and industry regulations.
- A general understanding of business operations to aid in workflow as well as operational and strategic discussions and decisions.
- A general understanding of Robert’s Rules of Order to ensure proper procedures for board meetings.
- A general knowledge of travel and lodging coordination.
- Must continually keep informed of changing technology to properly perform the objectives of this position.
Required Skills and Abilities:
- Exceptional organizational skills and the ability to prioritize work to manage projects and meet deadlines.
- Must be able to carry out a variety of activities with a high degree of accuracy and attention to detail.
- Excellent professional written communication skills that demonstrate high proficiency in spelling, grammar, and sentence structure. Must be able to type with speed and accuracy (~70 WPM) for efficiency.
- Proficient computer skills with an ability to effectively and efficiently utilize Microsoft Office-based e-mail (Outlook), spreadsheet (Excel), presentation (PowerPoint), and document preparation (Word) tools.
- Effective and efficient use of NISC-based customer information (CIS), accounting (ABS), and document retention (Vault) systems as well as Call to Order.
- Strong leadership and verbal communication skills with the ability to effectively coordinate resources and interact effectively with the Board, members, employees, and the public.
- Problem-solving, conflict resolution, and decision-making skills, with a focus on finding effective solutions to challenges. This includes the ability to anticipate common problems.
- Professional ability to promote and support teamwork across departments by effectively participating, cooperating, and communicating.
- Must be able to exercise a high level of discretion and use sound judgement in dealing with people and maintaining the confidentiality of cooperative, member, vendor, and employee information.
- Ability to adapt to changing priorities and work effectively in a fast-paced, dynamic environment.
- Must possess and maintain a license required by the State of Minnesota to operate cooperative vehicles as travel related to meetings, events, or training may/will be required as part of this position
Work Environment and Physical Demands for Essential Job Functions:
This is a professional office position that involves frequent sitting and occasional standing and walking. The role requires the ability to frequently lift up to 25 pounds and occasionally lift up to 50 pounds, such as moving office supplies, files, or small equipment. Employee will perform repetitive hand movements, including grasping, pushing, pulling, and typing. Work is primarily conducted indoors in a climate-controlled, smoke-free office environment with minimal noise.
The position involves regular use of computers, telephones, and other standard office equipment. Employee will be required to attend meetings, interact with coworkers, vendors, and the public, and occasionally move between offices or departments. Meetings and conferences may require travel locally or to another state. Visual acuity is necessary for reading documents, working on a computer, and reviewing detailed information. The ability to communicate clearly in person, videoconferencing, over the phone, and via email is essential. The role may occasionally require extended periods of concentration and the ability to manage multiple tasks simultaneously in a fast-paced setting.
Equal Employment Opportunity and Accommodation
People’s Energy Cooperative is an equal opportunity employer committed to creating an inclusive workplace. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable federal, state, or local law.
The Cooperative is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with applicable law. Employees or applicants needing assistance or accommodation should contact Human Resources.
Apply Today!
All application materials must be submitted through https://peoplesenergy.coop/executive-assistant. Please note that when filling out the online application, you will be required to attach a cover letter and resume. If you have any questions, contact HR at (800) 214-2691.
Pay: $84,828.00 - $94,254.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Tuition reimbursement
- Vision insurance
Education:
Experience:
- Executive administrative support: 5 years (Required)
Ability to Commute:
- Oronoco, MN 55960 (Required)
Work Location: In person
