Executive Operations Specialist

Executive Operations Specialist

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 partnerbringing clarity, structure, and discipline to a complex and fast-moving environment. This role reports to Manager of Strategic Planning. Salary grade 9.

Key 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

Coordinate and elevate work that connects daily execution to strategic priorities:

• 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

Ensure leadership remains focused on high-value, transformational priorities:

• 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

Qualifications:

• 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

What We Offer:

• Competitive wage & benefit package.
• The expected offer for base compensation for this role is $63,000 - $87,000 annually. The actual compensation within the compensation range will vary based on factors relevant to the position.
• Incentive plans
• Employee Stock Ownership options
• Retirement Savings Fund with employer match
• Health, disability and life insurance plan options
• Our employees are provided training and development opportunities each year, including education reimbursement. This includes safety one of our values and key to our success technical, compliance and developmental training.
• Career development is critical to our long-term success. Otter Tail Power employees have opportunities to participate in various leadership development programs, gain access to an a la carte online leadership course catalog, receive mentorship from current leaders and more!
• Mental health support from the experts at SupportLinc as well as competitive vacation and sick leave to ensure employees are at their best when they're working.