Executive Operations Specialist

Otter Tail Corporation•Fergus Falls, MN

21h•$63,000 - $87,000

About The Position

This position is designed for an experienced professional who understands how organizations operate, anticipates needs before they surface, and exercises sound judgment on behalf of senior leaders. The successful candidate will support two or more executives by owning the systems, rhythm, and flow of work that enable focus on strategy, people, risk, and long-term outcomes. The Executive Operations Specialist II serves as a trusted gatekeeper, information integrator, and operational partner—bringing clarity, structure, and discipline to a complex and fast-moving environment.

Requirements

Demonstrated experience supporting senior leaders in a complex organization
Exceptional judgment, discretion, and commitment to confidentiality
Strong business acumen with ability to quickly understand operational priorities
Outstanding written and verbal communication skills
Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, OneNote, Teams)
Proven ability to manage competing priorities with calm, clarity, and confidence
Experience acting as a proxy for executives on agreed-upon matters
Background in coordinating strategic planning or cross-functional initiatives
Continuous improvement mindset with interest in operational efficiency and innovation

Responsibilities

End-to-end calendar management, serving as the single intake point for all meeting requests
Scheduling and logistical coordination for 1:1s, leadership meetings, site visits, and annual reviews
Preparation and submission of expense reports, credit card reconciliations, and timecard approvals
Ensuring administrative compliance and accurate recordkeeping
Meeting preparation and follow-up, including agendas, materials, documentation, and action tracking
Managing electronic task assignments, tracking, and follow-up
Prepare executive-ready materials for leadership meetings, Board updates, operating reports, and strategic planning sessions
Conduct financial or operational analysis at the direction of executive leadership
Act as an extension of executives by pulling data, modeling scenarios, and pressure-testing assumptions before broader review
Evaluate and implement AI and business automation tools to improve Executive Office efficiency
Support performance management processes, including annual reviews, development plans, and HR coordination
Monitor onboarding of new leaders, ensuring effective early engagement with executives
Anticipate upcoming decisions, risks, and inflection points
Preserve uninterrupted focus time for strategic work
Act as a proxy for executive judgment in routine matters
Continuously improve executive office practices, cadence, and information flow