Executive Assistant to GM

Job Information

Job Title: Executive Assistant to GM

Department: Executive

Reporting Relationship: General Manager

FLSA Status: Non-Exempt

Grade: J

General Responsibilities:

Under general direction, the Executive Assistant to the General Manager (EAGM) provides administrative and contract management support to the General Manager; the role focuses on meeting coordination and performing duties of a corporate secretary, and providing project-related support for the GM; the role requires the EAGM to exercise judgment and discretion on a daily basis and familiarity with the Board policies and procedures; the role requires experience with the ability to manage confidential information; the role requires initiative in identifying and promptly and appropriately addressing issues, and maintaining excellent communications with staff, attorneys, consultants, customers, etc.; maintains legal files and documents and prepares legal documents. This position works under limited supervision and requires skills in prioritization, action tracking, and is comfortable with representing the authority of the GM and/or other senior staff members as deemed necessary by the GM.

Essential Job Functions:

• Provide executive level support to the GM, and in some cases, to the Executives and department managers
• Maintain open communication with staff, in addition to, maintaining internal and external communication and information dissemination with all levels of management, attorneys, 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 and diplomacy
• Coordination with the Human Resources Department and legal counsel when scheduling appeals, responding to legal claims, and writing correspondence to employees regarding confidential employee related 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
• Prepares for bi-weekly Board of Directors' meetings, and various committee meetings in support of the General Manager
• Transcribes minutes of Board of Directors meetings in a timely manner for review and approval
• Utilize the Board's online portal, Diligent, and serve as liaison for it relative to uploading, researching, and retrieving data
• Provide customer assistance and/or coordinate the involvement of customer service and other appropriate personnel to quickly resolve customer related complaints reported to the office of the GM in a professional and timely manner
• Perform executive level administrative duties utilizing Microsoft Word, Access, and Excel as directed by and on behalf of the GM; assist GM and other senior management in preparing, presenting, and disseminating material for action at Board meetings
• 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 for the GM Maintain professional memberships for GM; register GM for conferences and workshops, in accordance with Water Works Board's travel policy
• Manage and process the travel authorization and travel advance request forms for organization, ensuring compliance with the Board's Travel Policy
• Coordinates and arranges GM's travel and prepares 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
• Reviews, prepares or obtains and files necessary legal reports, case material and documents Assists with scheduling meetings with attorneys and organization of documents
• Assist Board Administrator when needed in support of establishing and maintaining files and records
• Order and maintain office supplies and equipment
• Maintain and protect sensitive and private information by keeping employee records confidential by HIPAA, local, state, and federal laws and regulations Ensures that PHI/ePHI of employees, plan participants, patients, and/or other assigned individuals is maintained and transmitted in a secure and legally compliant manner
• Perform all work safely in accordance with established safety policies and procedures Comply with all safety and health standards and guidelines issued by management
• Performs other duties and special projects as required.

Essential Job Functions Con't

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
Notary Public required; or must obtain within 6 months of hire date

Experience:

Eight (8) years of administrative assistant experience supporting senior level executives 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.