Executive Assistant

Job Information

Job Title: Executive Assistant

Department: Executive

Reporting Relationship: Asst General Manager-Operations and Technical Services

FLSA Status: Non-Exempt

Grade:I

General Responsibilities:

Acts as an administrative facilitator on behalf of the Assistant General Manager to provide routine administrative tasks and office management detail by performing a variety of complex and often confidential executive level administrative duties that includes providing leadership for administrative support staff and coordination of office support functions. This position works under limited supervision and requires skills in prioritization, action tracking, and is comfortable with representing the Executive staff as deemed necessary. This position is expected to perform duties for Notary on essential and confidential documents.

This role also requires an individual with exceptional organizational skills, a proactive mindset, and the ability to assist the Assistant General Manager with prioritization, follow-through, and task tracking to ensure timely progress on key initiatives. The ideal candidate is resourceful, thrives in a fast-paced environment, and demonstrates advanced proficiency in Microsoft PowerPoint, Excel, Word, and other Office applications.

Essential Job Functions:

• Provide administrative support to the Executive Department and in Board Meetings.
• Assist in managing the AGM's calendar by coordinating and scheduling meetings.
• Maintain open communication with staff, in addition to, maintaining internal and external communication and information dissemination with all levels of management, consultants, Board of Directors, media, public officials, and the public.
• Proactively demonstrate independence and take initiative in dealing with day-to-day operations of the executive department, answering, screening, and returning calls with professionalism, diplomacy, and maintain confidentiality.
• Attend Board and Committee meetings as needed and prepare minutes and maintain an accurate record of all actions taken and/or authorized by the Board in the form of a resolution and utilize the Board's electronic database as necessary.
• Attend Divisional Meetings, as requested, and prepare summarized minutes.
• Coordinate with the Human Resources Department and legal counsel when scheduling appeals, responding to legal claims, and writing correspondence regarding confidential matters.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• File and retrieve corporate documents, records, and reports.
• Prepare responses to correspondence containing routine inquiries.
• Prepare for bi-weekly Board of Directors' meetings, and various committee meetings in support of the Board of Directors and Assistant General Manager.
• Utilize the Board's online portal, Diligent, and serve as liaison for it relative to uploading, researching and retrieving data.
• Provide customer assistance, track customer issues, and/or coordinate the involvement of customer service and other appropriate personnel to quickly resolve customer related complaints reported to the office in a professional and timely manner.
• Perform executive level administrative duties utilizing Microsoft Word, Access, Excel, and PowerPoint as directed in preparing, presenting, and disseminating material.
• Coordinate logistics of special projects and/or tasks; initiate follow-up procedures to ensure projects and/or tasks are completed, and deadlines met.
• Research data regarding Board actions. Compile data for special meetings/or presentations and reports as required.
• Initiate, create, and finalize travel arrangements and itineraries. Maintain professional memberships for staff; register for conferences and workshops, in accordance with Water Works Board's travel policy.

Essential Job Functions Con't

• Manage and process the travel authorization and travel advance request forms for organization, ensuring compliance with the Board's Travel Policy.
• Coordinate and arrange GM and AGM's travel and prepare detailed travel plans and itineraries, and compiles documents for travel-related meetings and/or conferences.
• Manage the administration of contracts, agreements, and legal documents to ensure complete execution, filing, and appropriate personnel are notified, and actions taken.
• Ensure board and committee meeting minutes are posted for the public in keeping with the timeline requirements.
• Utilizes SAP to generate reports, create and closeout requisitions.
• Review invoices and ensure preparation with memos are reviewed and approved by the appropriate party.
• Provides paperwork for purchases and projects requiring paperwork for approval from various departments.
• Order and maintain of office supplies and equipment.
• Back-up Board Administrator when needed as approved by the Assistant General Manager.
• Perform all work safely in accordance with established safety policies and procedures. Comply with all safety and health standards and guidelines issued by management.
• Develop and maintain organized filing systems-both physical and digital-to ensure critical documents, tasks, and timelines are easily accessible and efficiently managed.
• Act as a productivity partner to the Assistant General Manager by assisting with task prioritization, goal tracking, and time management strategies that support focus and follow-through on key responsibilities.
• Perform other duties and special projects as required.

Essential Job Functions Con't

Education:

Associate degree in Business Administration or related field; or equivalent combination of education and experience required.

Certifications

Valid Driver's License required

Experience:

Six (6) years of administrative assistant experience required. Substantial experience in performing work that deals with corporate secretarial functions relative to the public sector preferred. Experience using a legal filing system preferred and document control system. Must have excellent oral and written communication skills; must have strong typing skills and excellent PC skills, such as Microsoft Word, Excel, PowerPoint and Access. Must be detail-oriented and have strong interpersonal skills. Excellent organizational skills. Must have ability to read and interpret documents; must have ability to make basic arithmetic calculations when compiling and auditing reports and expense accounts. Ability to work with and maintain confidential information. Must possess administrative perception to proofread written materials, to index and file correspondence. Must have ability to apply knowledge and understanding to carry out instructions furnished in written, oral or diagram form.

Supervision:

None

Physical Demands:

• Ability to stand, walk or sit for extended periods of time
• Reaching by extending hand(s) or arm(s) in any direction
• Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
• Communication skills using the spoken word
• Ability to see within normal parameters
• Ability to hear within normal range
• Ability to move about

Working Environment:

• Working conditions are that of a general, air-conditioned office environment.