Executive Assistant Job Oregon area,Wisconsin USA,Administrative/Clerical

The Administrative Services program is seeking two Executive Assistants. The Executive Assistant position provides complex administrative support to the Leadership Team. Supports executive operations, serves as a liaison among internal and external stakeholders, and supports initiatives through project coordination, research, analysis, and administrative process improvement.

Candidates who are selected to move forward in the recruitment process will be invited to self-schedule their interview. Please be sure to check your email for status updates.
This posting will close after 100 applications have been received. If a candidate is not selected, the posting will be reopened. To ensure consideration in the initial review, please submit your application as early as possible.

(This section outlines the essential functions assigned to the position. The essential functions listed below are not intended to include all duties that may be assigned to this classification. Clean Water Services (CWS) may modify, add, or remove duties or functions at its discretion.)

Serves as a liaison among CWS departments and programs, public officials, regional partners, community stakeholders, and external agencies. Coordinates the flow of information and communications on behalf of the Leadership Team, prioritizes issues, and ensures appropriate supporting materials and background information are available for decision-making.

Manages assigned Leadership Team calendars, contacts, travel arrangements, and scheduling priorities. Coordinates executive meetings, appointments, and activities, resolves scheduling conflicts, and supports the day-to-day operational needs of the Leadership Team.

Maintains the integrity and confidentiality of sensitive information, files, records, and communications. Exercises discretion when handling confidential personnel, legal, financial, and organizational matters.

Provides advanced administrative support to the Leadership Team by coordinating meeting logistics, preparing agendas and supporting materials, tracking assignments and action items, and supporting executive committees, work groups, and cross-functional initiatives.

Coordinates the preparation, compilation, review, editing, and distribution of Board and committee agendas, packets, reports, minutes, and related communications. Coordinates all logistical aspects of meetings involving the Board and Board-appointed committees and commissions, and supports compliance with applicable records management and documentation requirements.

Drafts, edits, proofreads, and coordinates executive correspondence, presentations, reports, resolutions, briefing materials, and other communications on behalf of Leadership Team members.

Manages assigned special projects, events, and administrative initiatives; facilitates project teams and committees; monitors timelines and deliverables, and provides status updates to support organizational objectives.

Conducts research and gathers, analyzes, and summarizes information to support operational initiatives. Identifies issues, evaluates alternatives, and develops recommendations for Leadership Team consideration.

Maintains official records, files, and documentation in accordance with records retention requirements, public records laws, and organizational policies. Develops and maintains paper and electronic filing systems to support accessibility, accuracy, and regulatory compliance.

Oversees courier services to ensure the timely delivery of materials.

Evaluates and recommends improvements to administrative procedures, workflows, business practices, and office systems to improve operational efficiency, customer service, and organizational effectiveness.

Manages the work of administrative staff. Oversees employee development and performance, including selection and training; preparation of performance appraisals and development or improvement plans; resolves complaints and grievances; implements disciplinary actions.

Assists in creating a positive and supportive work environment; enforces a safe workplace; establishes a culture of teamwork and communication; creates a workplace that promotes the organizational values of workplace diversity, equity and inclusion and actively promotes an environment respectful of living and working in a multicultural society.

Drives a CWS or personal vehicle for work-related purposes.

KNOWLEDGE OF:

Standard office management principles, practices, and procedures
Organizational principles and methods
Meeting, board, committee, and event coordination practices and procedures
Business communication, correspondence development, editing, and proofreading techniques
Methods of recordkeeping, records retention, and paper and electronic document management
Principles and practices of project development, scheduling, coordination, and management
Methods and procedures of budgeting and fiscal monitoring
Public sector administrative processes and stakeholder engagement practices
Basic principles of research, including data…