ABOUT POET

At POET, it is our mission to be good stewards of the Earth by converting renewable resources to energy and other valuable goods as effectively as humanly possible. For over thirty-five years, our drive and passion to change the world has enabled us to become the largest producer and marketer of bioethanol and a leader in sustainable products in the world.

CULTURE IS KING AT POET

We’re all on the same team. We always communicate. And we park our egos at the door. These aren’t just slogans on our walls. It’s the way we do things at POET. We provide an environment for team members to maintain a healthy work-life balance. It’s the best way to optimize health, wellness, and productivity in a sustainable way. We work hard. We play hard. We have frequent team events, volunteer efforts, and we know how to celebrate wins!

JOB SUMMARY

The Administrative Assistant to the CEO Office is an exciting role at POET.  This position performs a wide variety of highly complex and confidential administrative tasks to include overseeing and managing the flow and exchange of information, communicating with key constituencies, conducting research, and developing and implementing strategies and tactics that promote excellence.

If you are highly self- motivated, driven to succeed, and thrive in a challenging environment where you can optimize your analytical, communication and organizational skills, then this opportunity may be the right fit for you. This position requires a high level of discretion and the ability to present oneself in a professional manner. The Administrative Assistant must be able to work in a fast-paced, ever-changing environment and is expected to schedule in anticipation of events, continuously manage details, and display a responsive, flexible and thorough approach to work. 

DURING A TYPICAL DAY

• Managing and maintaining business and personal appointment calendars. This may mean making decisions relating to the scheduling of business/personal appointments and engagements.

• Utilizing organizational skills to arrange and coordinate all details for internal and external meetings and events:  time/location, logistics, invitations, food/beverage, equipment, etc.

• Providing important background information to the Chief of Staff and/or the Founder & CEO prior to meetings to ensure they are prepared/informed on matters deemed necessary.

• Collaborating with the Chief of Staff to conduct research and prepare correspondence, memoranda, reports, presentations, newsletter, budgets, etc... Composing and initiating routine correspondence independently to address project activities.

• Assisting with the organization of giving and sponsorship requests, as well as screening request calls, emails and gathering any necessary information to make informed decisions.

• Organizing, planning and implementing business and personal travel arrangements for the Chief of Staff, Founder & CEO, and others as needed.

• Representing the Chief of Staff as needed, to include occasional assistance and/or running errands on behalf of the Founder & CEO.

• Assisting the Chief of Staff with managing communication efforts to include verbal responses, written correspondence, reports, official business meeting minutes, and presentations from initial drafts to final documents.

• Maintaining confidential files and databases.

• Monitoring outgoing correspondence for consistency with policy.

• Maintenance of databases, mailing lists, meeting agendas, and meeting minutes as needed.

• Answering phones and properly directing calls promptly on behalf of the Chief of Staff and Chairman & CEO.

• Since we are all about teamwork and getting the job done, your skill may be put to many other uses!

STRENGTHS OF A SUCCESSFUL CANDIDATE

• Bachelor’s level degree preferred

• Two plus years of progressively responsible administrative support

• Excellent organizational, oral and written communication skills

• Flexible and able to work under tight deadlines

• Strong customer service focus; maintain composure during adverse situations

• Ability to multi-task and work in a fast-paced environment

• Resourcefulness in solving problems

• Ability to work with multiple constituencies

• Self-motivated, manage assignments independently

• Able to exercise discretion, initiative and independent judgment in making sound decisions and developing solutions to problems

• Discreetly handle confidential and politically sensitive matters

• You know the basics of Microsoft Office Suite, and you are capable o