Executive Assistant

Kootenai Electric Cooperative is located in scenic North Idaho, the heart of abundant recreational opportunities. Settled in a beautiful lakefront mountain setting, it is a favorite destination for tourists. Just outside our back door are national forests, lakes, rivers, and trails offering plenty of opportunities for hiking, biking, boating/water sports, fishing, hunting, golfing, snow sports, and much more. The four distinct seasons offer recreational opportunities year-round. The Coeur d'Alene/Hayden metropolitan area also offers a variety of entertainment and shopping venues and is a short 45-minute drive to Spokane, Washington and access to domestic and international air travel.

The purpose of the Executive Assistant position is to provide confidential administrative support and organizational functions/services for the General Manager, the Board of Directors and General Counsel.

Core Competencies
- Safety: Adhere to all workplace and trade safety laws, regulations, standards, rules, and practices. Use of Personal Protective Equipment as required. Take individual responsibility in managing safety risks and reporting unsafe conditions or unsafe work practices. Respond positively to safety-oriented feedback. Contribute to a culture of safety.
- Quality of Work: Produce thorough, high quality work with minimal errors. Seek feedback, make corrections as needed. Identify problems and solve them. Strive to improve processes. Work collaboratively with team members to implement systemic changes.
- Productivity: Complete assigned work in a timely fashion. Utilize slow periods productively. Produce amount and volume expected, at accepted speed.
- Technical Skills/Job Knowledge: Demonstrate appropriate level of understanding of technical skills in area of expertise, technology, products, and/or processes involved. Perform assigned duties. Keep current on changes. Competent with all technology and industry best practices necessary to perform job. Maintains necessary certification(s).
- Communication: Oral and written communication clearly convey information. Keep others informed of activities and problems in timely manner. Listen well. Respond appropriately and respectfully.
- Teamwork/Ability to Work With Others: Demonstrate ability to work in positive manner with co-workers and/or customers with differing backgrounds, opinions, capabilities, etc. Willingly share skills, competencies, and knowledge with others. Establish and maintain strong, effective working relationships. Contribute effectively to group efforts. Promote harmony. Agree to disagree without damaging relationships.
- Accountability: Maintain excellent attendance and punctuality. Arrive on-time and be prepared to work. Accept responsibility for work and actions. Be reliable.
- Integrity: Demonstrate honesty, high ethical standards, and respect for all team members, co-workers, and KEC members.
- Professionalism: Always address internal and external customers with courtesy and respect. Dress in work attire appropriate to the position. Communicate business
information in timely fashion, using means of communication appropriate to the situation.
- Support of Cooperative Goals, Policies, and Procedures: Support Cooperative goals. Adhere to all Cooperative policies and procedures. Understand that internal customer and external member focus is always top priority. Contribute effectively in support of that priority.
- Problem-Solving: Use sound logic and methodology to solve problems. Explore multiple sources for answers, as required. Able to identify hidden problems. Propose solutions.

Job Responsibilities/Essential Functions
- Maintains and provides for the security of official Cooperative records related to executive decisions and actions (contracts, agreements, minutes, policies, procedures, etc.).
- Apprises General Manager as necessary of activities/issues that may have occurred in his/her absence.
- Apprises General Manager immediately of any situation or person where action is deemed advisable to correct a miscommunication, to administer praise, or to ensure awareness of any conflict inside or outside the Cooperative that may threaten the Cooperative's best interests.
- Compiles information from files and other sources as requested by the General Manager, the Board of Directors and General Counsel regarding projects or problems under consideration.
- Maintains an efficient records management system that facilitates the storage and retrieval of information and proper control of confidential corporate information.
- Provides complete, timely and efficient administrative support for the General Manager, the Board of Directors and General Counsel.
- Interfaces with industry associations to provide accurate and timely updates of membership data determining dues requirements. Develops contracts within industry associations to be able to provide better administrative serves for General Manager and Board of Directors.
- Periodically distributes updated listing of Cooperative directors and employees.
- Composes correspondence, carries out assigned administrative duties, and provides appropriate response for referral during absence of General Manager.
- Stays informed of General Manager, Board of Director and Cooperative issues.
- Creates and reviews board meeting, annual meeting, and governance-related materials.
o Sets deadlines for material submission by staff.
o Reviews all material; edits as required; follows up with staff on General Manager input.
o Creates electronic board material compilations.
o Reviews and prepares for electronic signature all director expense reports.
o Manages post-meeting documentation including preparing meeting minutes (board and annual meeting), corporate resolutions, policy/procedure communication to staff, etc.
- Coordinates activities and calendars of the General Manager, the Management Team, and the Board of Directors.
- Apprises the General Manager and the Board of Directors of important dates, schedules and timelines that need to be met.
- Arranges meeting registration and travel needs for the General Manager and registration for the Board of Directors and Corporate Counsel. Arranges air travel needs for all Accounting, Member Services, IT, and HR employees.
- Reviews and classifies/assigns appropriate GL codes to invoices and other general expenses accounted for in the General Manager's budget. Creates, reviews, and appropriately codes General Manager's expense reports.
- Opens, dates and prioritizes General Manager's daily mail and disseminates to other departmental staff, as necessary.
- Maintains intranet SharePoint sites for Board of Directors and Management Team and document libraries of archived board meeting materials, corporate policies/procedures, and corporate files.
- Provides general administrative and departmental support.
o Reviews, prepares, and submits annual dock crew contracts and follows-up with contractors.
o General contract work: Creates, revises, and reviews service agreements with legal input as needed, between vendors and KEC for departments requesting assistance (e.g., mowing and tree trimming contracts). Facilitates execution of contracts.
o May create correspondence for members and outside organizations on behalf of other departments requiring assistance.
o Assists in creation and revision of corporate policies and procedures; maintains document library in multiple formats.
o Reviews major internal and external corporate communications including monthly cooperative newsletter and employee communications.
o Files state annual reports.
o Assists Safety Director in maintenance of safety intranet pages and safety-related documents.
- Performs other duties as required.

Job Requirements
- Education/Experience:
o Requires a two-year associate degree from an accredited college or university in Administrative Science, Communications, English, Business or related field. Bachelor's degree preferred.
o Three to five years of experience as an Executive Assistant, with emphasis on public contact, record keeping and report preparation.
o Electric utility experience preferred.
- Knowledge/Skill
o Must demonstrate confidentiality, dependability and flexibility.
o Must demonstrate initiative and motivation to organize and complete tasks and meet deadlines, acting independently and with minimum supervision and direction.
o Excellent skills in human relations with ability to work effectively with all levels of staff, the Board of Directors and General Counsel.
o Excellent skills in written and verbal communication, including English composition, spelling, grammar and punctuation, and proof reading.
o A thorough knowledge of general office practices and procedures.
o A thorough knowledge of Kootenai Electric policies and procedures.
o Knowledge of, and proficient in, the use of computer programs and office equipment.
o Excellent interpersonal skills and a positive attitude.
o Valid driver's license.
- Mental Demands:
o Must have the ability to work efficiently with frequent interruptions and be able to meet a variety of project deadlines.
o Must be able to compare, copy, compute, compile, analyze, coordinate, and synthesize.
o Occasional overtime is needed.
- Working Conditions/Hazards:
o Primarily office environment.
o Person needs to be flexible with work schedule/projects and be able to change priorities on a moment's notice.
o Travel may be required.
Interested candidates must complete a KEC employment application at www.kec.com. This position will remain open until filled, with priority consideration given to those who apply by July 20, 2025.

Kootenai Electric Cooperative, Inc. is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to their disability or protected veteran status.