Executive Assistant to the CEO

Position Overview:

The executive assistant to the CEO will provide comprehensive support to the CEO as well as other C-Suite and executive team members. The ideal candidate will be an excellent problem solver who excels at communication, organization and planning and will play a key role in helping the Company meet its organizational goals and uphold its values.

 

Duties and Responsibilities:

 

· Serve as the primary point of contact and gatekeeper for the CEO and executive team; manage a complex, frequently shifting calendar across multiple entities, time zones and stakeholder groups.

· Prioritize and triage incoming requests, correspondence and issues; determine what requires CEO attention and what can be resolved independently.

· Prepare the CEO for meetings with briefing materials, background research, prior correspondence, agendas and talking points.

· Draft, edit and proofread executive level correspondence, memos, presentations and internal communication on behalf of the CEO and other MEDC executives.

· Coordinate complex travel for executive team and reconcile expenses and maintain compliance with travel and reimbursement policies.

· Track action items, commitments and deliverables arising from executive meetings; follow up with owners to closure.

· Provide overflow and project-based support to CFO, Division Presidents and others as directed

· Handle sensitive and/or confidential information with a high level of discretion and professionalism.

· Serve as corporate secretary support for MEDC Board of Directors. Maintain annual board meeting calendar; issue notices, agendas and resolutions in accordance with bylaws and governing documents. Assemble, format, quality-check and distribute board packets and pre-read materials. Attend board and committee meetings; draft accurate; appropriately scoped minutes and circulate for review and approval.

· Draft, track and maintain board resolutions, charters, delegations of authority and conflict disclosures. Maintain the official cooperate record: minute books, resolutions and bylaws.

· Track Board directed action items and reporting obligations between meetings and ensure management reports are delivered on schedule.

· Working with Tribal Council Executive support team, coordinate communications and reporting between management, the Board, tribal ownership and tribal government representations including quarterly reporting.

· Serve as the internal coordination point for all legal structure documents of entities. Maintain a calendar of renewals, expirations and obligations of all companies within CEO purview.

· Prepare and file corporate documents with Tribal, state and federal agencies.

· Serve as or obtain commission as Notary Public.

· Maintain a complete and current org chart of the organization's legal structure; parent and holding entities, operating subsidiaries, joint ventures, special purpose entities and tribal ownership relationships.

· Coordinate executive level meetings, retreats, strategic planning sessions and events including logistics and follow up.

· Organize and maintain document databases, and provide technical support.

· Synthesize information into reports, as requested as well as draft correspondence, flyers, reports, as directed.

· Represent the executive office professionally with Tribal leadership, Board members, federal and state agency professionally in presentation and communication.

· Create and manage requisitions, purchase orders, order management, equipment receiving, invoice and financial reconciliation, internal review documents, and other office support duties.

· Lead or support special projects assigned by the CEO which may include due diligence support, acquisition coordination, policy rollouts and cross-entity initiatives.

· Perform other duties as assigned consistent with the scope and seniority of the position.

 

The above statements reflect the general duties considered necessary to perform the principal functions of the job as identified and are not considered as a detailed description of all the work requirements that may be inherent in the job.

 

Required Skills and Qualifications:

 

Individuals must possess the following knowledge, skills and abilities or be able to explain and demonstrate that they can perform the essential functions of the job.

 

· Bachelor's degree, paralegal certificate or equivalent combination of education and directly relevant experience.

· At least five years of experience in an administrative role that reports to executive management and familiarity with a corporate board of directors.

· Excellent knowledge of Microsoft Office 365 software suite is required, including Word, Excel, Publisher, and PowerPoint.

· Experience with Sharepoint, Dropbox, or other web-based platform to store, organize, and share documents.

· Minimum two-year's experience in technical support role.

· Exceptional written and verbal communication skills; ability to draft executive-quality documents with minimal direction.

· Proven ability to maintain confidentiality regarding sensitive business, legal, personnel and ownership matters.

· Working knowledge of paperless record retention system.

· Demonstrated experience preparing board materials and drafting corporate minutes and resolutions.

· Working knowledge of corporate entity structures, formation documents and multi-entity compliance obligations.

· Ability to exercise excellent organization, time management, analytical, and problem-solving skills.

· Ability to organize, set priorities and exercise sound independent judgment within areas of responsibility.

· Ability to work cooperatively and develop strong working relationships with other staff and external organizations to accomplish assigned tasks.

· Understanding of accounting systems and controls, accurate data entry skills, and knowledge of documentation and budgeting is desired but not required.

· Must have acute attention to detail and demonstrate effectiveness in managing multiple work assignments simultaneously, often in a fast-paced environment. Work accuracy is essential.

· Strong filing and organizational/prioritization skills required.

 

Preferred:

· Experience in a tribally owned enterprise, tribal government or Native owned economic development organization.

· Certified Paralegal (CP), Registered Paralegal (RP, or equivalent credential.

· Experience with contract lifecycle management, board portal, or entity management software.

· Experience supporting an organization through growth, acquisition or restructuring.

 

Physical Requirements:

· Primary office-based position in North Bend corporate office or Eugene, Oregon.

· Extended periods of computer work; frequent communication by phone and email and virtual conference platforms.

· Periodic travel, evening or weekend work around board meetings, proposed deadlines and closings.

· Occasional lifting of materials up to 20 pounds (board packets, meeting materials, etc.)

· Valid Oregon driver's license in good standing and ability to be insured by company insurance.

 

Confidentiality and Conduct:

This position has routine access to privileged, proprietary and competitively sensitive information, including attorney-client communications, board deliberations, ownership matters, financial data and personnel records. The incumbent will be required to execute a confidentiality agreement and to comply with all applicable Tribal and corporate governance, conflict-of-interest, and ethics policies. Any breach of confidentially may result in immediate termination and legal action.

 

Tribal Preference:

Mith-ih-kwuh Economic Development Corporation is a tribally owned enterprise. Preference in hiring is given to qualified Tribal citizens of the Coquille Indian Tribe and other qualified Native American applicants in accordance with applicable Tribal law. Except as provided, Mith-ih-kwuh Economic Development Corporation is an equal opportunity employer and does not discriminate on any basis protected by applicable Tribal or federal law.