Senior Executive Assistant to President and CEO

Description

Job Title:

Senior Executive Assistant to the President and CEO

Department:
Executive

Reports to:

President and Chief Executive Officer

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.

• 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.

• 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.

• 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.

• 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.

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

• 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.

• 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.

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

• 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.

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

• Perform other related functions delegated or assigned.

• 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.

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.

Five or more years of related experience.

• Highly skilled at performing…