Senior Executive & Board Assistant, Events & Administration

Chesapeake Utilities Corporation; Yulee (FL); Hybrid; USD 90,000 - 130,000; Full time

Benefits offered by this job

Flexible work arrangement

Annual bonus

Salary increase opportunities

401k

Medical, dental and life insurance

Paid time off, holidays

Wellness and community events

Job summary

Chesapeake Utilities Corporation in Florida seeks a Senior Executive & Board Assistant, Events & Administration to support the Executive Leadership team, Investor Relations and the Board of Directors. This hybrid role coordinates calendars, meetings, events and executive communications, with an emphasis on high visibility and discretion.

The position requires a Bachelor's degree and 10 years in executive support or related work, plus strong MS Office skills and travel flexibility.

Qualifications

• Bachelor's degree in Communications, Business Management or related field.
• Ten (10) years' experience in executive support or business management role.
• Regular Driver's License and ability to travel as needed.
• Excellent verbal and written communication with internal and external stakeholders.
• High attention to detail with polished, timely output.
• Strong MS Office and board management tool proficiency.
• Ability to format emails, agendas and materials professionally.
• Discretion handling confidential information and fast-paced priorities.

Responsibilities

• Lead executive, investor and board management, coordinating calendars and materials.
• Act as primary contact between executives and stakeholders.
• Manage multi-year board and executive calendars and travel logistics.
• Prepare board agendas and finalize materials; consolidate SLT/board presentations.
• Support meeting materials, communications and travel arrangements.
• Process SLT/board expense reports, invoices and reimbursements.
• Develop protocols for executive administrative support duties.

Skills

Executive support

MS Office Suite

Board management

Event coordination

Stakeholder communication

Education

Bachelor's degree in Communications/Business

Tools

Board management tools

Job description

Career Opportunity

Senior Executive & Board Assistant, Events & Administration

Location: Hybrid with 3 days in the Yulee, FL office per week, periodic travel as needed

What makes us great

At the heart of our Company is a dedication to delivering energy that drives progress. We put people first, work to keep them safe and build trusting relationships.

Your role in our success:

This position is responsible for leading executive level administrative services for the Executive Leadership team, Investor Relations and the Board of Directors. This position reports to the Head of Investor Relations and will support the coordination of the Senior Leadership Team (SLT) and Board member calendars, executive, investor and board meetings and events, business communications and general administrative support to the C-suite, Board and Investor Relations. This is a high-visibility role that will support strategic goals at executive, board and investor levels.

What you'll be working on:

Executive, Investor and Board Management

• Serve as the primary point of contact between executives and internal/external stakeholders
• Maintain a multi-year board meeting calendar
• Maintain a multi-year executive calendar
• Format and finalize Board agendas; oversee completion and finalization of the Board materials
• Consolidate presentations for the SLT and Board under direction of the Head of Investor Relations
• Communicate relevant information with the Board of Directors, SLT
• Expertly manage complex executive calendars, coordinate domestic and international travel and optimize daily schedules to maximize productivity
• Support development of other meeting materials, presentations and communications

Meeting & Event Preparation and Support

• Coordinate Board, SLT and investor meeting logistics
• Build and manage agendas and itineraries for executives and board members
• Coordinate hotel or meeting space reservations, including meeting rooms, hotel rooms, catering, technology set-up, restaurant reservations, and/or transportation
• Manage printing, mailing and/or transportation of meeting materials, tools and resources
• Handle conference registrations for executives
• Support procurement of gifts, CPK SWAG, or other giveaways
• Facilitate travel reservations and coordination for meeting participants
• Coordinate correspondence with meeting participants (pre and post meeting)

General Administrative Support

• Serve as primary support resource for Senior Executive SLT
• Process SLT and board expense reports, invoices and reimbursements
• Develop protocols or standards for requirements of executive administrative assistants/office managers
• Prepare, notarize and obtain signatures for contracts
• Special projects as assigned

Who you are:

• Bachelor's degree in Communications, Business Management or Related Field
• Ten (10) years' experience, preferably in executive support or business management role.
• Regular Driver's License
• Excellent verbal and written communication skills; ability to communicate professionally and timely with internal and external stakeholders and be highly responsive to all stakeholders.
• High attention to detail. Produces consistently accurate, polished work under tight deadlines.
• Strong technical proficiency in MS Office Suite and board management tools.
• Ability to create well-formatted and visually-pleasing emails, agendas, itineraries, invitations, place cards, etc.
• Ability to handle confidential information, files and records with the highest level of discretion and integrity.
• Ability to thrive in a fast-paced environment with shifting priorities. Able to adapt due to competing demands and priorities while maintaining the highest level of customer/stakeholder service and response.
• Exceptional organizational and time management skills that reflect the ability to perform and prioritize multiple tasks with excellent attention to detail in performing both administrative and data-driven tasks.
• Strong interpersonal skills and the ability to build relationships with executives, board members, stakeholders, staff and officials.
• Effective at solving problems as they arise; anticipating needs, identifying potential issues, and proactively developing solutions that minimize disruptions and maintain efficiency.
• Ability to travel via plane and car to various board, executive and investor meetings and conferences, which occasionally occur on one or both weekend days

Benefits/what's in it for you?

• Flexible work arrangement
• Competitive base salary
• Fantastic opportunities for career growth
• Cooperative, supportive and empowered team atmosphere
• Annual bonus and salary increase opportunities
• Monthly recognition events
• Endless wellness initiatives and community events
• Robust and customizable benefit packages-choose what works best with your life. Options include generous 401k, medical, dental and life insurance, tuition reimbursement, compensated volunteer hours and MORE!
• Paid time off, holidays and a separate bank of sick time!

Chesapeake Utilities Corporation is an equal opportunity employer committed to creating a diverse workforce. We consider all qualified applicants without regard to race, religion, color, sex, national origin, age, sexual orientation, gender identity, disability or veteran status, among other factors. Applicants with a disability that need assistance applying for a position may email [e-mail].

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.