Senior Executive Assistant to the President and CEO

Description

Job Title: Senior Executive Assistant to the President and CEO

Department: Executive

Reports to: President and Chief Executive Officer

Position Summary:

The Senior Executive Assistant at New Mexico Mutual, reporting directly to the President/CEO, plays a pivotal role in efficiently administering the Board of Directors. This position involves coordinating board meetings, overseeing board software, ensuring compliance with legal requirements and spearheading the onboarding process for new board members. With a focus on confidentiality, this position handles a range of highly complex administrative tasks for the President/CEO and Corporate Officers.    

Essential Functions:

--Board Management:

• Plan, coordinate, and organize Board of Director/Committee meetings, including drafting agendas, coordinating presentations, managing boardroom technology and utilizing current board software tools.
• Ensure timely notifications to Board members about meetings, deadlines, and upcoming special events.
• Coordinate new board member onboarding sessions and materials ensuring new members are familiar with organizational policies and procedures.
• Serve as point of contact for Board members, addressing inquiries and providing them with necessary information and resources as needed.\

--Board Software Selection and Maintenance:

• Research, evaluate and recommend board software solutions to enhance efficiency in managing Board of Directors activities. Implement and maintain selected board software, ensuring it meets the organization’s needs.
• Provide training and support to Board members and corporate officers on the effective use of board software tools.

--Board Compliance:

• Collaborate with the General Counsel to ensure adherence to legal and regulatory requirements in Board activities.
• Assist in the preparation and maintenance of documents required for board compliance.

--Minutes Maintenance:

• Manage logistics of meeting minutes for the Board/Committees and distribute to appropriate corporate officer for editing purposes. 
• Maintain copies of all minutes in compliance with audit requirements.

--Travel and Accommodation Management:

• Coordinate travel arrangements and accommodations for executive staff and Board members ensuring a seamless experience.

--Executive Support:

• Serve as the primary support to the President/CEO and Vice President/General Counsel. 
• Provide executive assistance on matters related to the executive's chief obligations and mandates.
• Maintain all files, including CEO files, located in Executive Offices.

--Calendar and Schedule Management:

• Coordinate and prioritize the executive's daily appointments and business obligations according to preferences.
• Arrange meetings, conferences, and handle related communication, travel arrangements, and documentation.

--Communication Handling:

• Screen incoming calls and correspondence and respond independently where appropriate.

--Annual Calendar Planning:

• Plan, coordinate and set the annual calendar for all internal/external meetings including Leadership, All Employee, SLT Off-site, Annual Board Retreat.
•  Arrange facilities, catering, and assemble PowerPoint presentations as needed.

--Expense Management:

• Prepare and maintain corporate credit card expenses and expense reimbursements for President/CEO and Board Members, submitting them to the CFO.

--Additional Responsibilities:

• Perform other related functions delegated or assigned.

Supplemental Functions:

• Must maintain confidentiality at all times.
• Acts as liaison with Board members, clients, consultants, and other corporate officers as needed.
• Serves as office liaison for corporate officers for such items as IT operations, administration, and any other related departments.
• Updates all statistical information regularly, including Board information, documentation and address lists, and distributes as necessary.
• Coordinates all administrative functions within the Executive department.

Job Qualifications:

Education: 

Bachelor’s degree preferred; high school graduation or equivalency required. Five years of related experience and/or training; or equivalent combination of education and experience.

Experience: 

Five or more years of related experience.

Required Skills/Abilities:

• Highly skilled at performing administrative office functions.
• Ability to coordinate multiple tasks for multiple executives.
• Ability to coordinate schedules and appointments for multiple executives.
• Ability to maintain extreme confidentiality in performance of duties.
• Customer service oriented with excellent customer service skills.
• Ability to speak effectively to stakeholders and co-workers by phone and in person.
• Good organizational, time management, and multitasking skills.
• Ability to be flexible.
• Works well as a team member.
• Ability to understand and follow directions.
• Good understanding of privacy laws.
• Troubleshoots anticipated issues and recommends solutions.
• Follows through on commitments; is reliable, conscientious, and dependable.

Specialized Knowledge, Licenses, etc.: 

• MS Office (Word, Advanced Excel, PowerPoint, Outlook)
• Board administration software

Values and Mission:

Adheres to New Mexico Mutual’s values and mission by demonstrating Service Excellence, Trust, Ownership, One Team and Boldness in thought and action.

Positive Attitude:

Develops and maintains positive working relationships with team members, customers, co-workers and management by demonstrating effective communication and collaborative skills.

Working Conditions:

• New Mexico Mutual maintains general office conditions with light physical demands.
• Employees of New Mexico Mutual adhere to all safety rules and regulations including building security. 
• Employees participate in ensuring safe and efficient operating conditions that safeguard employees and facilities. 
• New Mexico Mutual maintains a drug-free environment. Successful candidates are drug-tested prior to employment as well as upon a work-related accident. 
• Employees have exposure to video display terminal (VDT) screens.