Executive Assistant

Executive Assistant

Delta Dental of Minnesota is the largest regional provider of dental benefits, passionately serving over 7,000 Minnesota and North Dakota-based purchasing groups and 4.5 million members nationwide. We provide a work environment that engages each individual while encouraging growth and professional development. We are proud to be named a Top Workplace employer for several consecutive years and value our team members for building this reputation.

The Executive Assistant to the Chief Financial Officer (CFO) & Board of Directors (BOD) provides high-level administrative, operational, and strategic support to the CFO while serving as a key liaison to the BOD. This role requires exceptional organization, discretion, communication skills, and the ability to manage complex schedules, confidential information, and board governance processes in a fast-paced environment. The Executive Assistant position is proactive, detail-oriented, highly professional, and capable of anticipating needs while maintaining strong relationships with executives, board members, and internal and external stakeholders.

This position will be with Stratacor, an affiliate of Delta Dental of Minnesota.

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment authorization at this time.

The Executive Assistant to Chief Financial Officer:

1. Anticipate needs and deliver proactive, high-level support while professionally representing the company.
2. Demonstrate initiative, a strong work ethic, and a readiness to take ownership of tasks, approaching challenges with a solutions-focused mind.
3. Maintain and handle sensitive information with the highest level of confidentiality. Assist in the preparation of highly confidential materials, PowerPoint, and other presentations.
4. Learn and understand the complexities of the Company and its Affiliates' business matters in order to relate messages within the proper context.
5. Execute a variety of routine and complex administrative duties in support of the day-to-day operations.
• Handle and update spreadsheets, financial reports and other ad hoc documents or reports, as needed.
• Manage and maintain schedules by proactively managing complex calendars and remaining flexible to multiple changes.
• Maintain files, records, and databases, including offsite storage records and retention.
• Manage responsibilities related to organizing meetings, department events, training sessions, and conferences. Duties include but are not limited to, preparation of highly confidential materials and presentations, set-up and clean-up of meeting rooms and making arrangements for meals/catering.
• Coordinate travel accommodations and itineraries U.S. and international (flight, hotel, transportation, etc.). Update travel arrangements which may require working after business hours and/or on weekends for logistical support.
• Prepare expense reports for approval on a monthly basis. Ensure proper documentation and timely submission of all expenses and invoices, utilizing the company's expense reporting system. Complete timely submission of company hours reported in the company's time management system.
• Gather information and prepare correspondence as requested (i.e., draft letters, emails, proof correspondences).
• Support the execution of high-priority projects and initiatives. Track progress on deliverables, monitor deadlines, and provide status updates. Conduct research and gather requested information/data.
6. Interface with employees, executives, board members, customer, vendors, and public. Maintain confidentiality and use discretion and tact; answering questions and meeting requests directed to the executive.
7. Work collaboratively with other administrative support team members. Act as a backup for other executive assistants as needed to ensure seamless support across the organization.
8. Other duties as assigned as well as willingness and flexibility when pulled into other projects outside of the immediate job description.

The Executive Assistant to the Board of Directors:

1. Manage and maintain the organization's board management system, ensuring all board materials, committee documents, and member information are current, accurate, and organized.
2. Coordinate all Board and Committee meetings, including scheduling, logistics, meeting setup, catering, technology needs, and attendee management. Send calendar invitations for all board and committee meetings and ensure attendee lists, locations, virtual meeting links, and distribution groups are accurate and updated.
3. Prepare agenda drafts of all Board and Committee meetings in collaboration with executive leadership and distribute to appropriate team members prior to material deadlines.
4. Prepare, compile, edit, and distribute board books, presentations, reports, and supporting meeting materials within established timelines.
5. Responsible for drafting presentation slides and supporting materials for all Board and Committee meetings, ensuring content is accurate, well-organized, and formatted; coordinating presentation dry runs, capturing notes and edits, and incorporating updates prior to final distribution.
6. Draft and maintain standardized board and committee minute templates and provide to legal team prior to the meetings.
7. Coordinate travel arrangements and accommodations for Board members and executive leadership related to Board and Committee meetings, retreats, and events, including processing expense reports and ensuring timely reimbursement and accurate documentation.
8. Submit quarterly Board compensation and fee and partner with Finance to coordinate the annual distribution of 1099 forms to Board members in a timely and compliant manner.
9. Act as a liaison with Board members, both in verbal and written communication, as requested by the Chairs of the Board and the CEO. Drafting detailed communications related to board meetings for leadership approval.
10. Maintain tracking spreadsheets and reporting tools. Maintain accurate and up-to-date board member contact information, biographies, and committee assignments.
11. Coordinate with Legal and Finance to distribute compliance-related communications, reporting requests, disclosures, surveys, and required documentation to board members. Prepare and send DocuSign requests and electronic approvals for governance documents, resolutions, compliance reporting, and annual acknowledgements.
12. Maintain and manage the shared Board Administration email inbox, including monitoring communications, responding to or routing inquiries appropriately, organizing correspondence, tracking follow-up items, and ensuring timely communication with board members, executives, and external stakeholders.
13. Coordinate and maintain board onboarding processes, materials, orientation schedules, and governance resources for new board members.
14. Coordinate Board retreats and special events, including scheduling, travel arrangements, lodging, meeting logistics, materials preparation, catering, transportation, attendee communication, and on-site support as needed.
15. Maintain complete confidentiality in all Board matters.
16. Other duties as assigned as well as willingness and flexibility when pulled into other projects outside of the immediate job description.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the team member. Duties, responsibilities and activities may change or be assigned at any time with or without notice.

Required knowledge, skills and abilities:

1. Exceptional written and verbal communication skills with the ability to communicate professionally and effectively with executives, Board members, employees, and external stakeholders.
2. Highly developed organizational, critical thinking, and problem-solving skills with the ability to anticipate needs and proactively address challenges.
3. Strong analytical skills and attention to detail with a commitment to producing accurate, high-quality work.
4. Proven ability to plan, organize, prioritize, and manage multiple complex projects and competing deadlines in a fast-paced environment while maintaining a high level of accuracy and professionalism. Strong project coordination experience, including tracking deadlines and coordinating multiple projects.
5. Excellent interpersonal and relationship-building skills with the ability to work collaboratively and professionally with individuals across all levels of the organization.
6. Demonstrated emotional intelligence with the ability to be perceptive, responsive, and sensitive to the needs of others while maintaining professionalism and sound judgment.
7. Advanced computer and technology skills, including proficiency in Microsoft Office Suite and related systems, with the ability to produce polished, thorough, professional, and accurate documents and presentations.
8. Demonstrated ability to maintain the highest level of confidentiality, discretion, and professionalism when handling sensitive executive and Board information.
9. Demonstrate flexibility and adaptability in a fast-paced environment, with the ability to adjust priorities, manage changing deadlines, respond to evolving needs, and provide support multiple with professionalism and composure.
10. Demonstrate strong relationship management, facilitation, and influencing skills to effectively coordinate with executives and department leaders to obtain presentations, reports, and supporting materials by established deadlines; proactively follow up to ensure timely, accurate, and complete submissions for Board and Committee meetings.
11. Availability to support occasional early morning, evening, or off-site Board meetings and preparations, retreats, and organizational events as needed.

Required education and experience:

1. Minimum of two years of experience providing high-level C-Suite administrative support.
2. Experience managing confidential and sensitive information with a high level of discretion, professionalism, and sound judgment.
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Delta Dental of Minnesota