CEE seeks a highly talented, service-oriented administrative professional to provide a range of support services to the Executive Director. The ideal individual will have a history of exercising good discretion across a variety of circumstances and situations, with strong written and verbal communication skills, knowledge of administrative issues, and with exceptional organizational skills.
The Executive Assistant completes a broad variety of administrative tasks for the E.D. including managing an extremely active calendar of appointments; preparing and conditioning others to have completed timely and necessary materials for effective meetings; preparing confidential correspondence with the board, management and staff; and overseeing special projects.
35 Village Rd
Middleton, MA 01949
- Plans, coordinates and ensures the E.D.'s schedule is followed and respected, providing effective gate keeping.
- Ensures that scheduled meetings with the E.D. have an appropriate agenda and those attending have prepared actionable bases for agenda topics.
- Communicates appropriately with Board members, members, staff, and others.
- Screens, prioritizes, and recommends appropriate course of action, referral, and response for matters requiring E.D. attention.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the E.D.’s ability to effectively lead the organization.
- Proactively identifies upcoming calendar items, including those of the Program and Finance & Accounting functions keeping the E.D. informed and triggering complete and timely preparation for adherence of annual budget development process, annual benefit election planning and selection process, monthly financial closing procedures, Finance and Audit Committee obligations, PTO/time reports, sponsored project planning and grant/agreement reporting, Member Program Meetings, annual work plans and other. Secures exception reports to the full span of direct report duties and disseminates monthly to the management team for discussion.
- Reports on the completion and filing status of corporate minutes, agreements, insurance and other essential records that are to be maintained by the F&A Function.
- Develops draft agenda for Management Team meetings, off site meetings and all staff meetings and sets up logistical, a/v aspects and captures meeting minutes.
- Initiates in-person Board Meeting date planning, coordinates with Deputy and designated Program Team for location identification, drafts communications related to the meeting agenda and meeting minutes, and ensures final communications are of high professional standards.
- Assists with travel planning and travel arrangements.
Support of Board Administration and External Communications
- Maintains an up-to-date Board calendar and Forum pages with relevant documents captured.
- Maintains and supports orientation materials for new Directors. Supports the annual Board nominations process.
- Supports Board members with logistical details for committee calls and in-person meetings.
- Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
- Drafts written communications of a business nature to external stake holders and provides copy editing for final communication.
- Ensures that the E.D. and Key Staff bios are updated relative to corporate interests and responds to requests for materials regarding the E.D. and the organization in general.
- Ensures materials reflect CEE business priorities.
Key Skills and Qualities
- Maintains E.D. discretion and strict confidentiality in all dealings.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, members and other contributors.
- Expert level written and verbal communication skills.
- Demonstrated proactive approaches to problem solving with strong decision-making capability.
- Emotional maturity.
- Established history of orchestrating experienced individuals.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrates the highest level of service and responsiveness.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
Education and Experience Requirements
- Bachelor's degree in a related discipline or equivalent training/work experience.
- Strong work tenure: 5 to 10 years of experience supporting C-Level Executives.
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
CEE offers a competitive salary and benefits package commensurate with experience.
Applications will be reviewed upon receipt. Please submit a resume and cover letter that addresses compensation requirements, career fit with the described position and the most important factors valued in a position to Ed Wisniewski at email@example.com.
You must be eligible to work in the United States independent of company sponsorship. CEE is an Equal Opportunity Employer.
The Consortium for Energy Efficiency (CEE) is an award-winning consortium of efficiency program administrators from the United States and Canada that unifies program approaches across jurisdictions to increase impact in fragmented markets. By joining forces at CEE, individual electric and gas efficiency programs are able to partner not only with each other, but also with other industries, trade associations, and government agencies. Working together, administrators leverage the effect of their ratepayer funding and exchange information on successful practices for the public good. For more information visit www.cee1.org.