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 ResponsibilitiesThe Executive Assistant will provide support to the Executive Leadership Team in the following areas:Executive SupportCalendar ManagementCoordinate internal team and one-on-one meetingsAssist with scheduling external partner and customer meetings as neededManage schedule changes related to travel and shifting prioritiesTravel CoordinationBook and manage flights, hotels, rental cars, and transportation logisticsPrepare itineraries and support seamless executive travelMeeting PreparationCreate agendas and supporting materials for internal and external meetingsOrganize notes, action items, and follow-up documentation as neededExpense ReportingPrepare and submit expense reportsMaintain timely and organized expense documentationOperational & Systems SupportFile and Systems ManagementManage the submission, tracking, reconciliation, and communication of SPIFFs (sales incentives and rebate claims) for the sales team, ensuring accurate records and timely processingMaintain organization of Google Drive and internal documentation systemsSupport administrative upkeep in Salesforce, Asana, and other shared platformsImprove accessibility and consistency of organizational recordsCulture and Employee EngagementTrack birthdays, anniversaries, and staff milestonesCoordinate staff and customer holiday giftingAssist with organization of virtual and in-person team gatherings and celebrationsSupport employee recognition and culture-building effortsBoard SupportCoordinate board meeting schedulingAssist with coordination of board retreatsAssist with board follow-up items, including expense reportingAssist in agenda developmentAssist in preparation and distribution of board materialsRecord and maintain meeting minutesQualifications and ResponsibilitiesMinimum qualifications include:5+ years experience in an administrative/executive support or similar roleOutstanding organizational and time management skills for yourself and othersAbility to prioritize multiple tasks independentlyStrong written and verbal communication skills, with an understanding of remote team communication styles