Executive Assistant - President & CEO, BOD Support (Administrative)
Join Delta Dental of Missouri as a trusted partner to our President & CEO and Board of Directors. We're looking for a polished, proactive Executive Assistant who thrives in a fast-paced environment and excels at managing complex schedules, confidential communications, and high-level board logistics. If you're detail-driven, tech-savvy, and passionate about executive-level support, this is your opportunity to make a meaningful impact at the heart of our organization.
Position Summary
Primary duties and responsibilities are to provide advanced administrative support to the President & CEO and Board of Directors. This role requires a high level of professionalism and the ability to manage highly confidential and sensitive information with discretion. The ideal candidate will be experienced in managing a wide range of administrative and executive support related tasks, with the ability to exercise independent judgment and initiative to plan, prioritize and organize a diverse workload, and recommend changes and improvements in company and office procedures. Must be able to interact effectively with staff at all levels in a fast-paced, dynamic environment while ensuring a professional, efficient, and well-organized executive office environment. This person must be exceptionally well-organized, flexible, and comfortable with the administrative challenges of supporting the President & CEO and Board Relations while maintaining a professional and smoothly operating executive office environment.
Essential Functions and Job Responsibilities
• Assist the Board of Directors, especially the Chair of the Board, the Vice Chair, and the Secretary in the performance of their duties
• Record, transcribe and publish minutes of quarterly board meetings and related committee meeting minutes
• Plan board dinners and annual board retreats
• Coordinate travel arrangements for the President & CEO, Chair of the Board and other board members as requested, including conference registrations
• Prepare the Delta Dental of Missouri (DDMO) board meeting calendar and the Delta Dental of South Carolina (DDSC) Advisory Board calendar and distribute annually
• Oversee and execute all arrangements for the DDSC Advisory Board meetings held in South Carolina twice a year, including travel, group dinner, accommodations, and meeting space
• Attend all DDSC Advisory Board meetings and prepare meeting minutes
• Coordinate all arrangements for senior leadership off-site meetings and off-site management meetings
• Manage the President & CEO's calendar, including scheduling and coordinating appointments
• Prepare and submit all expense reports for the President & CEO, and for DDMO board members upon request
• Candidate must complete responsibilities in a timely manner
• Candidate must achieve a positive reflection on the company through personal conduct and maintain a high degree of confidentiality
• Coordinate the National Association of Corporate Directors (NACD) membership roster and payments
• Collect all documents for board meetings and post to board portal one week prior to each meeting
• Maintain all files in board portal. Update the board roster and committees as needed. Work with the CFO's executive assistant to ensure all charters and bylaws are updated in board portal
• Track and prepare all board compensation, including retainer, meeting fees and expenses
• Coordinate the scheduling, invitations, room set-up for all employee meetings
• Schedule Delta Dental Plan Association (DDPA) events for President & CEO and directors
• Collaborate with the DDMO executive administrative assistant team to ensure they are familiar with board portal and all aspects of board meetings, enabling them to provide back-up support when needed
• Support the Board Search Sub-Committee with interview schedules for new board member search
• Effectively and accurately manage a constantly changing schedule requiring interaction with internal and external executives and assistants to coordinate a variety of complex executive meetings
• Prepare for board and committee meetings, including communications, scheduling, posting of all board materials to board portal, recording minutes, facilities preparation, catering arrangements and post meeting tasks
• Coordinate a monthly lunch with the President & CEO for employees
• Maintain permanent records of all board committee meetings and board of directors' meetings
• Coordinate new director orientation
• Assist with special projects as needed
Qualifications
• Bachelor's degree preferred
• Minimum of 5 years of proven executive experience at the senior leadership level
• Strong knowledge of Microsoft 365, including Word, Excel, PowerPoint, Outlook, Teams, OneDrive, and SharePoint
• Professional experience providing senior executive support in a corporate environment
• Strong interpersonal skills
• Ability to quickly adapt to evolving technology and integrate it effectively into work processes
• Demonstrated expertise in accurately transcribing and composing comprehensive meeting minutes
• Strong initiative to work independently
• Business acumen with strong communication, organizational, project and event planning, and time management skills
• Flexible, adaptable, resourceful, and determined--skilled at managing complex and shifting priorities with ease to ensure successful outcomes. No task is too large or too small.
• Ability to maintain confidentiality of work-related information and materials
• Experience using, managing, and maintaining a board member portal
• Experience managing multiple calendars and scheduling complex meetings, webinars, and conference calls
• Detail-oriented; demonstrates a high level of care and thoroughness in work
• Proven ability to build and maintain positive relationships with internal and external customers and Board of Directors
• Demonstrated adaptability to changing and complex work environments, shifting priorities and evolving organizational needs, with a proven ability to perform well under pressure and consistently meet deadlines while delivering accurate results
Environment
This position currently functions as a hybrid role working from both home and in-office environments. Any home office setting must be conducive to all guidelines outlined by the organization. This role is required to regularly attend in-person meetings, the frequency of which is determined by management based on departmental or organizational needs.
Work Conditions
• General office working conditions which may require sitting for extended periods of time
• Infrequent overnight travel may be required
Physical and Other Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Specific vision abilities require the ability to focus distant and near objects clearly. While performing the duties of this job, the employee is regularly required to sit, talk, and hear. The employee is frequently required to use hands and arms to handle, feel, and reach as well as operate a personal computer.
Disclaimer
This job description is designed to provide a general overview of the requirements of the job and does not entail a comprehensive listing of all activities, duties, or responsibilities that will be required. The organization reserves the right to modify this job description at any time; including assigning or reassigning job duties or eliminating this position at any time.
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 notice from the Department of Labor.
