Executive Assistant

POET•Sioux Falls, SD

4d•Onsite

About The Position

ABOUT POET At POET, it is our mission to be good stewards of the Earth by converting renewable resources to energy and other valuable goods as effectively as humanly possible. For over thirty-five years, our drive and passion to change the world has enabled us to become the largest producer and marketer of bioethanol and a leader in sustainable products in the world. CULTURE IS KING AT POET We’re all on the same team. We always communicate. And we park our egos at the door. These aren’t just slogans on our walls. It’s the way we do things at POET. We provide an environment for team members to maintain a healthy work-life balance. It’s the best way to optimize health, wellness, and productivity in a sustainable way. We work hard. We play hard. We have frequent team events, volunteer efforts, and we know how to celebrate wins! JOB SUMMARY & RESPONSIBILITIES Perform a wide variety of highly complex and confidential administrative tasks for assigned Executive Officers and other senior staff. Conduct research, preparing statistical reports, handling information requests, and perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Work involves extensive personal contact with others and that can be of a sensitive and confidential nature. This position requires a high degree of cooperation with others and ability to work under pressure in a fast-paced environment. Responsible for initiating and coordinating the administrative functions required in effective implementation of administrative policies of the company. May supervise or train other clerical staff. This is an on-site role located in Sioux Falls, SD. Independently handle procedural and substantive matters and inquiries which do not require technical knowledge or refers callers to others as appropriate. Screens visitors and phone calls, routes calls or answers questions and handles general problems such as complaints or request for information as appropriate. Schedule appointments and engagements without prior clearance. Make arrangements and coordinate all details for meetings. Provide any background information to the executive before meetings on matters to be considered as deemed necessary. Make all necessary arrangements for travel and independently perform required administrative follow-up and recordkeeping. Oversee the flow of materials for Executive meetings and Board meetings. Record, transcribe, and publish the official minutes at the meetings. Handles materials for the meetings taking materials from the central office to and from the meetings. Travels to all Board meetings and as needed with the Executive. Receive and read incoming correspondence and information. Summarize and prioritize review of correspondence. Screens out items to be handled personally and forwards remainder with necessary background materials. Types, proofreads and processes a wide variety of complex and confidential reports, letters and memoranda. Independently prepares correspondence or assigns to others as appropriate. Types from rough draft or verbal instructions. Takes and transcribes dictation. Assists with maintaining effective communication with staff. Gather data and other information and prepare and revise correspondence, charts, forms, and other material from copy or notes created by others. Drafts financial, statistical, narrative, and/or other reports as requested. Research, analyze and summarize information and source materials for reports independently and communicate findings verbally and in writing. Sign important correspondence frequently without instruction or review. Read and edit outgoing correspondence for procedural, typographical and grammatical accuracy with general policy and factual correctness. Correct and call deviations or inadequacies to writer's attention as deemed appropriate. Exercise independent judgment and initiative in establishing and revising complex and sensitive filing systems. - Enter, update, and retrieve information stored in files and databases. Ensure confidentiality of information. Maintain confidentiality and handling sensitive matters with discretion and tact. Support office by using automated equipment such as facsimile machines, personal and networked computers and printers, copy equipment, video conferencing, PDA’s, voice messaging and electronic mail systems, and telephone equipment. Provide guidance and instruction of office support staff as well as assist clerical positions as deemed necessary. Attend training, seminars and workshops as deemed necessary. Perform all duties in compliance with safety standards established by POET. Foster a culture of safe behavior and environmental compliance at all times. Maintain a team environment at all times and champion POET in the community. Since we’re all about teamwork and getting the job done, your skill may be put to a lot of other uses!

Requirements

High school diploma or equivalent required; Bachelor’s degree in a related field strongly preferred.
8 or more years of previous experience as an executive administration assistant for senior level executives.
Ability to coordinate work of three or more senior executives.
Plan, organize and schedule office priorities.
Ability to demonstrate past experience with confidentiality.
Communicate clearly and concisely, both orally and in writing.
Ability to work with multiple constituencies.
Effectively screen incoming calls and visitors; maintain mail log, sort and or route incoming and outgoing correspondence, schedule appointments and make travel arrangements.
Ability to perform research, create reports and presentations on confidential material.
Plan and efficiently organize work in terms of setting and meeting priorities.
Excellent communication skills and attention to detail.
Excellent organization and time management skills with a sense of urgency that drives results.
Knowledge of the basics of Microsoft Office Suite and the ability of learning new programs.
High level of personal integrity
Interpersonal skills – ability to effectively interact with individuals at all levels within/outside the organization
Demonstrated problem-solving and critical thinking skills
Ability to embrace and promote change
Innovative mindset
Ability to think objectively
Self-awareness in the face of uncertainty
Ability to work in a team environment

Responsibilities

Perform a wide variety of highly complex and confidential administrative tasks for assigned Executive Officers and other senior staff.
Conduct research, preparing statistical reports, handling information requests, and perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
Responsible for initiating and coordinating the administrative functions required in effective implementation of administrative policies of the company.
May supervise or train other clerical staff.
Independently handle procedural and substantive matters and inquiries which do not require technical knowledge or refers callers to others as appropriate.
Screens visitors and phone calls, routes calls or answers questions and handles general problems such as complaints or request for information as appropriate.
Schedule appointments and engagements without prior clearance.
Make arrangements and coordinate all details for meetings.
Provide any background information to the executive before meetings on matters to be considered as deemed necessary.
Make all necessary arrangements for travel and independently perform required administrative follow-up and recordkeeping.
Oversee the flow of materials for Executive meetings and Board meetings.
Record, transcribe, and publish the official minutes at the meetings.
Handles materials for the meetings taking materials from the central office to and from the meetings.
Travels to all Board meetings and as needed with the Executive.
Receive and read incoming correspondence and information.
Summarize and prioritize review of correspondence.
Screens out items to be handled personally and forwards remainder with necessary background materials.
Types, proofreads and processes a wide variety of complex and confidential reports, letters and memoranda.
Independently prepares correspondence or assigns to others as appropriate.
Types from rough draft or verbal instructions.
Takes and transcribes dictation.
Assists with maintaining effective communication with staff.
Gather data and other information and prepare and revise correspondence, charts, forms, and other material from copy or notes created by others.
Drafts financial, statistical, narrative, and/or other reports as requested.
Research, analyze and summarize information and source materials for reports independently and communicate findings verbally and in writing.
Sign important correspondence frequently without instruction or review.
Read and edit outgoing correspondence for procedural, typographical and grammatical accuracy with general policy and factual correctness.
Correct and call deviations or inadequacies to writer's attention as deemed appropriate.
Exercise independent judgment and initiative in establishing and revising complex and sensitive filing systems.
- Enter, update, and retrieve information stored in files and databases.
Ensure confidentiality of information.
Maintain confidentiality and handling sensitive matters with discretion and tact.
Support office by using automated equipment such as facsimile machines, personal and networked computers and printers, copy equipment, video conferencing, PDA’s, voice messaging and electronic mail systems, and telephone equipment.
Provide guidance and instruction of office support staff as well as assist clerical positions as deemed necessary.
Attend training, seminars and workshops as deemed necessary.
Perform all duties in compliance with safety standards established by POET.
Foster a culture of safe behavior and environmental compliance at all times.
Maintain a team environment at all times and champion POET in the community.
Since we’re all about teamwork and getting the job done, your skill may be put to a lot of other uses!

Benefits

For eligible team members Comprehensive benefits package: Individual and family plans for health, dental, & vision insurance, including a generous employer Health Savings Account contribution
Quarterly Profit-Sharing Bonuses and Bi-Annual Incentive Bonuses
Competitive pay, including shift premium pay for qualifying positions
401K with company match
Paid time off and paid holidays – 40 hours available on day ONE!
Paid Parental Leave
Tuition reimbursement
Attractive Relocation Assistance and Bonus Programs for qualifying positions and/or locations
For eligible team members A multifaceted wellness program encompassing the whole person – mentally, physically, and spiritually
Onsite fitness centers or fitness reimbursements
Safety and cold weather gear reimbursements
Discounted home and auto insurance