Executive Assistant

Posted by
Growth Energy
Washington, DC
Published 18 days ago

Executive Assistant

Department: Operations

Reports to: VP of Operations & Chief of Staff

Employment Status: Full-time, Nonexempt

About Growth Energy:

Growth Energy represents the producers and supporters of ethanol, who feed the world and fuel America in ways that achieve energy independence, improve economic well-being, and create a healthier environment for all Americans now. As the leading biofuel trade association in the country, Growth Energy represents producers and supporters of ethanol who are working to bring consumers better choices at the fuel pump, grow America’s economy, and improve the environment for future generations.

Growth Energy’s growing membership base now represents nearly half of all American ethanol plants and the industry’s top associate members whose businesses support the ethanol industry.

About the role:

This position is located in the Office of the Chief Executive Officer (CEO), reporting directly to the VP of Operations & Chief of Staff (VPO/COS). The Executive Assistant supports the efficient operation of Growth Energy (GE) initiatives. The Executive Assistant provides comprehensive administrative support to the CEO, VPO/COS and senior leadership team including: assist with scheduling meetings and triaging incoming requests to ensure top priorities are met first; perform clerical and administrative tasks, including drafting emails/letters, memos, reports, and other documents; assist with preparation for meetings, including composing agendas, assembling preparatory materials, taking notes, and recording minutes; and perform additional duties as assigned including special projects that may require research, problem-solving and project management.

Principal Duties:


  • Oversee and appropriately direct incoming communication to the organization.
  • Provide information to the CEO and VPO/COS on operational issues of interest.
  • Perform administrative work which requires interaction with external stakeholders to communicate and disseminate information regarding operational activities.
  • Interact with members of the staff and individuals outside of the organization ranging from government agencies, government officials, GE membership, and various stakeholder groups.
  • Receive phone calls and visitors and refers them to an appropriate individual. Serves as the office liaison for groups associated with the organization.
  • Work in conjunction with the VPO/COS by processing incoming and outgoing materials such as mail, correspondence, reports, memoranda, and other forms of written communication.
  • Receive and help coordinate responses to requests from outside organizations for information and materials concerning the CEO’s and organization programs and initiatives. Gather requested information from available background data or follows up to ensure that subordinate staff/organizations provide timely responses.
  • Proactively prepare administrative reports and correspondence based on knowledge of the supervisor's views and desires.
  • Provide accurate and timely advice on procedures, reports, requirements, and other matters necessary to implement GE policies, directives, and instructions.
  • Ensure compliance with GE policies and procedures.
  • Provide administrative support for the VPO/COS and General Counsel related to GE’s board meetings, including overseeing preparation timelines, document preparation, meeting logistics and planning, and scheduling.
  • Facilitate contract and scope of work development and serve as primary liaison with outside vendors for specific department logistical and/or administrative needs.
  • Act as solution-oriented resource to staff as operational inquires and issues may arise.

 Meetings/Scheduling/Travel for CEO & VPO/COS:

  • Manage and oversee scheduling for the CEO &VPO/COS, including all planning and meeting logistics.
  • Respond to and draft communications, documentation for signature and organizational reporting; prepare reports to monitor scheduling and follow up.
  • Work with VPO/COS and the Senior Management Team to develop presentation materials for internal and external briefings.
  • Assist in planning travel arrangements, including itinerary development, briefing materials, and inter-organizational and inter-governmental coordination. When necessary, support the CEO and VPO/COS on official travel.
  • Coordinate accommodations for travel and process expense reports as needed.
  • Monitor the planning of engagements, including advising on relevant issues and working closely with the VPO/COS to oversee preparation, ensure consistency and quality of briefings including background materials for specific meetings, conferences, or other events/opportunities.
  • Attend meetings at the direction of the CEO and VPO/COS.
  • Handle potential issues as appropriate and ensure that only items that warrant the time and involvement of the CEO and VPO/COS are escalated.

Special Projects:

  • Support the events team to execute two major annual meetings (Executive Leadership Conference and GE Biofuels Summit) and several smaller meetings/events throughout the year.
  • Review sensitive information, prepare, and manage special reports and projects on behalf of the CEO, VPO/COS and senior leadership team.
  • Performs other related duties as assigned, including but not limited to:
  • Staff engagement events and other project to build upon our healthy culture
  • End-of-year metrics gathering/annual report production support
  • Data analytics and regular reporting material etc.


  • Bachelor’s degree and/or three years of professional administrative office experience required
  • Self-starter and problem solver; ability to manage multiple projects with minimal supervision
  • Excellent proficiency with Microsoft Office products, which include Word, Excel, Outlook, PowerPoint, Microsoft Teams, and Zoom.
  • Experience compiling, synthesizing and prioritizing information for review and dissemination to internal/external audiences.
  • Must be industrious, self-motivated, and able to work well independently as well as with all levels of professionals.
  • Ability to anticipate the needs of others and problem solve in proactively.
  • Ability to multi-task and prioritize work to meet deadlines in fast-paced environment.
  • Excellent decision-making, discretion, tact, diplomacy, and independent judgment.
  • Exceptional organizational skills.
  • Strong verbal and written communication skills.
  • Knowledge of or experience in biofuels industry a plus.


Compensation is commensurate with experience. Growth Energy offers a comprehensive benefits package.

Work environment:

The fast-paced nature of this position for Growth Energy requires a consistent office presence. Employees are generally expected to maintain regular and punctual attendance. Employees may also need to work varied extended hours as projects demand and during organization events which can include nights and weekends, as business needs dictate. Limited travel may be required.

Physical Requirements:


Executive Assistant

Department: Operations

Reports to: VP of Operations & Chief of Staff

Employment Status: Full-time, Nonexempt

About Growth Energy:

Growth Energy represents the producers and supporters of ethanol, who feed the…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    December 6, 2021
  • Education
    4-Year Degree Required


701 8th St NW, Washington, DC 20001, USA
Suite 450

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