Executive Assistant

The Executive Assistant serves as a trusted partner to OETC’s Executive Leadership Team, providing high-level administrative and operational support that enables organizational effectiveness. This role is responsible for managing executive calendars, coordinating meetings and travel, supporting board governance activities, and maintaining key administrative systems while exercising sound judgment, professionalism, and discretion. The ideal candidate is an experienced Executive Assistant who thrives in a fast-paced, collaborative environment and is passionate about keeping leaders organized, informed, and focused on strategic priorities.

Key Responsibilities

The Executive Assistant will provide support to the Executive Leadership Team in the following areas:

Executive Support

Calendar Management

• Coordinate internal team and one-on-one meetings
• Assist with scheduling external partner and customer meetings as needed
• Manage schedule changes related to travel and shifting priorities

Travel Coordination

• Book and manage flights, hotels, rental cars, and transportation logistics
• Prepare itineraries and support seamless executive travel

Meeting Preparation

• Create agendas and supporting materials for internal and external meetings
• Organize notes, action items, and follow-up documentation as needed

Expense Reporting

• Prepare and submit expense reports
• Maintain timely and organized expense documentation

Operational & Systems Support

File and Systems Management

• Manage the submission, tracking, reconciliation, and communication of SPIFFs (sales incentives and rebate claims) for the sales team, ensuring accurate records and timely processing
• Maintain organization of Google Drive and internal documentation systems
• Support administrative upkeep in Salesforce, Asana, and other shared platforms
• Improve accessibility and consistency of organizational records

Culture and Employee Engagement

• Track birthdays, anniversaries, and staff milestones
• Coordinate staff and customer holiday gifting
• Assist with organization of virtual and in-person team gatherings and celebrations
• Support employee recognition and culture-building efforts

Board Support

• Coordinate board meeting scheduling
• Assist with coordination of board retreats
• Assist with board follow-up items, including expense reporting
• Assist in agenda development
• Assist in preparation and distribution of board materials
• Record and maintain meeting minutes

Qualifications and Responsibilities

Minimum qualifications include:

• 5+ years experience in an administrative/executive support or similar role
• Outstanding organizational and time management skills for yourself and others
• Ability to prioritize multiple tasks independently
• Strong written and verbal communication skills, with an understanding of remote team communication styles