Executive Coordinator

3 weeks ago

Arlington VA, United States Utilities Technology Council Full time

The Executive Coordinator provides key logistical and corporate support to the President & CEO. This position also coordinates the meetings and records of the executive office and UTC’s Board of Directors, Board Committees, and UTC Foundation’s (UTCF) Board of Directors. The Executive Coordinator will also provide day-to-day office support to Operations & Administration and will be expected to take initiative by troubleshooting problems and finding practical solutions and communicating recommendations in a fast-paced environment.

Essential Duties

President & CEO Support: (60%)

  • Supporting the President and CEO, coordinates UTC Board of Directors, UTCF Board of Directors (as needed), and Board Committees’ meetings, including support of logistical details and preparation of notices, agendas, background materials and minutes in accordance with UTC Bylaws and Operating Principles
  • Attends all Board and Board Committees’ meetings, an also on behalf of the President & CEO
  • Attend departmental meetings and prepare debrief for President & CEO when requested. Examines the needs and concerns of the Directors to determine opportunities or problem areas and provides feedback in the development of policies and/or procedures.
  • Assists Board of Directors with travel arrangements as requested.
  • Supports Senior Management and relevant groups to ensure the needs of the Board of Directors are met.
  • Supports coordination of information to the Board of Directors and respective UTC Senior Management.
  • Schedule and organize complex activities including conference calls, meetings, travel arrangements department activities, appointments, and calendars.
  • Compose, edit, and perform quality review for all correspondences, announcements, documents, and reports, as requested.
  • Manage internal meetings calendar for the President & CEO by fielding meetings requests and presenting weekly agendas.
  • Manage the Committee Chair recognition process, with the appropriate staff.

Office Administration support: (40%)

  • Manage office space, including ordering supplies, serving as point of contact for building management company, managing mail and packages, coordinating meetings, and other items as they relate to facility management. 
  • Support staff liaisons to UTC Committees by updating Committee membership in netFORUM and posting updating lists for staff monthly.
  • Assist with travel arrangements for UTC staff members, as needed, and track and report travel to the finance department for budget monitoring. Ensure travel is within UTC outlined guidelines.
  • Serve as first Point of contact for UTC’s phone system, and informational email.
  • Prepare materials for all-staff meetings.
  • Under the direction of the SVP, Administration & Finance, manage UTC’s contract approval process. Verify signatures of contracts and proper documentation of approved agreements, including maintaining the Contracts log.
  • Perform other duties and responsibilities as assigned.
  • Support programs as needed with correspondence, research, and other tasks as assigned.

Required Skills/Abilities

  • Excellent organizational and planning skills and strong relationship skills.
  • Ability to work autonomously and make independent decisions as appropriate, in a fast-paced environment.
  • Strong interpersonal and communications skills (verbal and written).
  • Strong proofreading and attention to detail skills.
  • Willingness to accept a high level of responsibility for one's own actions.
  • Strong word processing skills including ability to use advanced formatting with Microsoft Word, Excel, PowerPoint, Adobe Acrobat, Outlook, and website interface.
  • Skilled in organizing resources and establishing priorities in managing multiple projects and meeting deadlines.
  • Strong interpersonal skills with the ability to interact effectively with all levels of staff.

Education/Experience 

  • A bachelor’s degree.
  • 4-6+ years’ experience in a senior administrative role supporting a CEO, Senior Management and/or Board of Directors.
PandoLogic. Category:Executive, Keywords:Chief Executive Officer (CEO), Location:Arlington, VA-22202

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