Corporate Board Administrator - Oglethorpe Power

The overall purpose of this position is to provide board support and corporate services to Oglethorpe Power Corporation, Georgia Transmission Corporation, Georgia System Operations Corporation, Rocky Mountain Leasing Corporation, Green Power EMC, and Smarr EMC.

This position is primarily responsible for the efficient handling of an organization's board and board committee meetings, including agendas, correspondence, issue resolution, motions, and follow-up closure on action items. This includes guiding senior management through processes related to the drafting, revising, and adopting of agenda items and governance documents. This position is responsible for maintaining close and highly responsive relationship with the day\u2011to\u2011day activities in support of board, committee, and annual meetings. In this position, discretion is critical, particularly in the handling of sensitive information.

Key roles and responsibilities include:

• Management of board members: Handle all aspects of the meeting lifecycle, including planning meetings, generating reports, preparing meeting minutes and materials, coordinating tasks, communicating with board members regarding related activities, conducting research, and handling important queries.
• Ensuring compliance with laws and regulations: Stay on top of the latest reports and policies to ensure compliance with the prevailing laws.
• Coordinating with leadership and departments: Collect and organize information from varying levels of the organization ranging from senior management to departments and committees to ensure effective communication.
• Facilitating meetings: Prepare meeting agendas and manage the calendars of executives to arrange meetings, set deadlines, and stay on top of deliverables.

Job Duties:

• Serve as recording secretary for board and/or committee meetings:
  • Manages production schedules for all aspects of the board and/or committee meetings which includes all face-to-face and virtual meetings.
  • Performs all logistical planning details and supports requests made by members of the board and/or committee.
  • Coordinates with senior management to plan meetings and develop agendas.
  • Prepares board and committee meeting notices/memos to include meeting details.
  • Coordinates, reviews, and edits agenda items for inclusion in the meeting materials for board and staff.
  • Prepare committee chairman reports, summary of action or follow up items, and minutes for each meeting.
  • Follows progress of action items and inquires on status to ensure readiness in advance of board and/or committee meetings.
  • Clarifies actions on topics under discussion.
  • Captures key issues, conclusions, and action items for recording as part of the published minutes.
  • Maintains a 12-month planning calendar to ensure accurate tracking of meeting agenda items.
  • Distributes meeting minutes for staff and legal review.
  • Maintain regular communications with senior management and the board to keep directors informed of important developments.
• Provide a variety of paralegal/corporate secretarial/administrative duties, including but not limited to:
  • Communicate and interface with board members and senior management on a regular basis, independently responding to requests as necessary.
  • Assist in planning Annual Meeting of Members in March of each year and independently carry out assigned duties.
  • Proof and finalize board resolutions.
  • Process various documents for corporate records.
  • Assist with travel arrangements (lodging and transportation) for directors as necessary.
  • Determine calendar conflicts from board members and senior management for development of board and committee meeting schedules.
  • Assist in developing board and committee meeting schedules.
  • Assist in supporting the management of board governance, policies, and procedures.
  • Assist in the safekeeping and destruction of documents in accordance with the records retention policy of the board and company.
  • Assist in administering directors' compensation and travel expense reimbursement, in accordance with company policies.
  • Attend seminars, training, etc., to stay updated in corporate governance, as well as to maintain professional status.
  • Perform projects as requested or assigned by the board of directors and/or senior management.
  • Perform in a support role to other members of the board administrators team.
• Other miscellaneous duties as assigned and assisting as back-up for other Board Administrators as needed.

Required Qualifications:

Education: High School Diploma or equivalent required.

Experience: Minimum of four years secretarial and/or executive administrative experience supporting C Suite level Executives or Board of Directors. Paralegal, legal secretary, or board administration/recording secretary experience preferred but not required.

Equivalent Experience: Associate's degree and 2 years of experience as described above.

Licenses, Certifications, and/or Registrations: Desired (not required): Certified Administrative Professional (CAP), Professional Legal Secretary (PLS) or Certified Legal Secretary Specialist (CLSS.)

Specialized Skills:

• Professional and excellent interpersonal communication skills.
• Lead with critical thinking, openness, and the ability to work independently.
• Strong writing and proofreading skills for preparing correspondence, minutes, notices, agenda scripts, and committee chairman reports.
• Ability to work well under pressure, meet deadlines, and handle multiple projects simultaneously.
• Excellent time management and organizational skills.
• Must be detail-oriented; accuracy is required.
• Must have the flexibility to commit to traveling for approximately five meetings per year.
• Accounting skills and attention to detail for assisting in administering accounts payable function.
• Must adhere to confidentiality requirements and appropriately handle sensitive information.
• Must be technologically savvy and be willing to explore alternative technical solutions; Proficiency in MS Excel, Word, PowerPoint, and Adobe Acrobat Pro.

Travel: Approximately five off-site meetings per year (March, April, June, August, and November) that may require Sunday travel and overnight stays at meeting location.

Unusual Hours: Some overtime would be involved when traveling for off-site meetings and occasionally when preparing for meetings.

Georgia System Operations Corporation is an Equal Employment Opportunity Employer, including veterans and disabled. We are a drug-free workplace. All applicants are subject to substance abuse testing.