Description:

Traverse City Light & Power (TCLP) is a municipally owned electric and telecom utility serving approximately 13,000 electric and 900 fiber customers. With a team of 56 dedicated employees, we are committed to delivering reliable, innovative, and community-focused services to the residents and businesses of Traverse City.

Position Overview
Under the direction of the Executive Director, provides high-level strategic and administrative support by coordinating executive operations, managing workflow systems, supporting governance functions, and ensuring alignment across organizational priorities. This role operates as a central point of coordination for executive initiatives, Board administration, leadership team accountability, and organizational communication, enabling effective decision-making and execution. The position also supports organizational culture and employee engagement by serving as a trusted liaison and early point of connection for communication and issue navigation.

Key Responsibilities

• Provide high-level administrative and operational support to the Executive Director, including calendar management, correspondence, and executive communications.
• Coordinate Board and committee functions, including agendas, materials, minutes, governance records, and follow-through on actions.
• Support executive priorities and strategic initiatives by tracking progress, preparing briefings, and coordinating leadership deliverables.
• Manage leadership team workflows by monitoring commitments, deadlines, and action items to ensure accountability and execution.
• Serve as a key liaison between leadership, staff, Board members, and stakeholders, ensuring clear, consistent organizational communication.
• Design and manage meeting structures and follow-up systems that drive decision-making, transparency, and task completion.
• Oversee executive office systems, records, and engagement initiatives, while leveraging technology to improve workflow efficiency and organizational alignment.

Qualifications

• Associate’s degree with major coursework in office management or a related field, bachelor’s preferred. A combination of education and experience may be considered in lieu of a degree.
• Minimum of six (6) years of progressively responsible administrative or office management experience, including at least three (3) years supporting executive-level leadership or similar level of scope and complexity.
• Valid State of Michigan Vehicle Operator’s License.
• Advanced proficiency in Microsoft Office Suite and demonstrated ability to effectively utilize word processing, database, and spreadsheet applications to support executive-level reporting and coordination.
• Strong organizational, project coordination, and time management skills, with the ability to prioritize competing demands and manage multiple assignments independently.
• Excellent written and verbal communication skills, with the ability to interact professionally and effectively with leadership, employees, board members, and the public.

Why TCLP?

• Be part of a mission-driven organization that directly impacts the Traverse City community.
• Enjoy a collaborative, supportive work culture with a strong focus on employee well-being.
• Competitive compensation and benefits including health insurance, 100% employer paid dental and vision insurance, 10% employer contribution to a 457 deferred compensation retirement plan, and a defined benefit pension retirement plan.
• Opportunities for professional development and growth.

Salary range is $55,400 - $83,000, with placement dependent on education and experience.

Submission deadline: Open until filled.

Employees shall maintain a permanent and bona fide residence in a location that allows for a response time to the Service Center within no more than 60 minutes under normal driving circumstances within 6 months of employment.

TCLP is an Equal Employment Opportunity Employer
A diverse team makes a strong team. As an Equal Employment Opportunity employer, we are strongly committed to creating a dynamic and equitable workforce that mirrors the community and world that we serve. TCL&P encourages people from all backgrounds to apply.

Benefits Summary

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Full Job Description

Supervised By:        Executive Director
Supervises:              None
Status:                      Administrative, Confidential and Technical (ACT)
                                  Non-Exempt

Essential Job Functions:
An employee in this position may be called upon to do any or all of the following essential functions.  These examples do not include all of the duties which the employee may be expected to perform.  To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

Executive Operations & Administrative Support

• Manage Executive Director’s calendar, priorities, and scheduling to optimize time and strategic focus.
• Prepare correspondence, reports, presentations, and executive-level communications.
• Research, analyze, and compile data to support executive decision-making.
• Manage executive-level documentation, contracts, and records systems ensuring accuracy and compliance.
• Establish and maintain effective systems for executive office workflow, information tracking, and follow-up.

Governance & Board Administration

• Coordinate all Board and committee logistics including agendas, materials, and meeting execution.
• Record, maintain, and track official Board records, minutes, policies, and governance documentation.
• Ensure timely follow-through on Board actions and policy implementation tracking.
• Maintain governance files and documentation in accordance with organizational and public sector requirements.

Executive Coordination & Strategic Support

• Coordinate executive operations workflow and track progress on key executive priorities.
• Support Annual Operating Plan (AOP) reporting by coordinating leadership team updates and deliverables.
• Maintain visibility (‘radar awareness’) of strategic initiatives and emerging priorities.
  Prepare executive briefings and ensure alignment of communications across leadership initiatives.
• Provide structure and coordination for cross-functional initiatives and organizational priorities.

Leadership Team Coordination & Accountability

• Track leadership team commitments, deadlines, and deliverables; ensure follow-through and accountability.
• Develop systems for monitoring action items, project milestones, and executive decisions.
• Support executive leadership meetings including agenda coordination and documentation.

Communication & Organizational Alignment

• Serve as liaison between the Executive Director, staff, Board members, stakeholders, and the public.
• Facilitate communication flow and ensure consistent, accurate dissemination of information.
• Provide informal guidance and support to employees navigating communication and workplace concerns.
• Monitor organizational culture and provide insights to the Executive Director.

Meeting Architecture & Follow-Through Systems

• Design and manage meeting structures that support decision-making and outcomes.
• Track action items, assignments, and follow-up from executive and leadership meetings.
• Maintain systems to ensure visibility and completion of tasks across the organization.

Executive Office Systems & Records Management

• Maintain centralized records for executive office operations, governance materials, and organizational documentation.
• Coordinate documentation workflows and retention practices.
• Support development and continuous improvement of executive office processes and systems.

Employee Engagement & Organizational Activities

• Coordinate employee engagement initiatives, events, and recognition programs on behalf of the Executive Director.
• Assist with onboarding activities for new employees and Board members.
• Support initiatives that strengthen organizational culture and alignment.

Technology & Workflow Systems

• Utilize technology tools to manage workflow, reporting, communication, and document coordination.
• Support implementation and optimization of systems that improve executive office efficiency.

Perform other duties as necessary.

Required Knowledge, Skills, Abilities and Minimum Qualifications:
The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the job.

• Educational requirements include an associate’s degree with major coursework in office management or a related field, bachelor’s preferred. A combination of education and experience that provides the knowledge, skills and abilities necessary to successfully perform the duties of the position may be considered in lieu of a degree.
• Minimum of six (6) years of progressively responsible administrative or office management experience, including at least three (3) years supporting executive-level leadership or similar level of scope and complexity.
• Valid State of Michigan Vehicle Operator’s License.
• Advanced proficiency in Microsoft Office Suite and demonstrated ability to effectively utilize word processing, database, and spreadsheet applications to support executive-level reporting and coordination.
• Strong organizational, project coordination, and time management skills, with the ability to prioritize competing demands and manage multiple assignments independently.
• Excellent written and verbal communication skills, with the ability to interact professionally and effectively with leadership, employees, board members, and the public.
• Demonstrated ability to build relationships, exercise sound judgment, and provide tactful, informal guidance on routine interpersonal matters or workplace concerns.
• Proven ability to handle sensitive and confidential information with a high degree of discretion, professionalism, and integrity.
• Strong critical thinking skills with the ability to assess situations, identify issues, and take appropriate action independently.
• Demonstrated ability to observe and support organizational culture, employee engagement, and cross-functional collaboration.
• Ability to coordinate communication, track priorities, and support follow-through on executive-level initiatives and organizational objectives.
• Ability to understand and execute complex verbal and written instructions with minimal direction, ensuring accuracy, timeliness, and attention to detail.
• Ability to adapt to changing priorities in a dynamic environment and maintain a high level of service and responsiveness.
• In addition to the above-mentioned requirements, this position requires the ability to read, write, speak and understand the English language as necessary for the position; the ability to follow written and oral instruction; and be physically and mentally able to perform the essential duties of their position. Regular, consistent, and predictable attendance is also required.

Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand, walk, sit, use hands and fingers, talk and hear. The employee must be able to squat, stoop or kneel. The employee must occasionally lift and/or move items of light to moderate weight. The employee is regularly required to communicate in person and by telephone, read regular and small print, sit, use limited mobility in an office setting, use manual dexterity to type and enter data, and use sight to read and prepare documents and reports.

The typical work environment for this position is a business office setting where the noise level is quiet and sometimes moderate. However, this position, as needed, will drive a motor vehicle to locations throughout service territory. 

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