Executive Administrative Assistant

Provides multi-faceted administrative support and assistance to ensure effective use of an executive's time and productive interactions with staff and the public. Manages the executive's schedule, meeting preparations, follow-up tasks, and complex travel arrangements. Conducts research and information gathering on behalf of the executive and prepares summaries and reports. Develops positive and strategic relationships at all levels of the organization, including the Board of Directors.

• Serves as the Executive Office’s point of contact in the scheduling of meetings and facilitating business communications at the request of the Executive Office with internal and external customers, Board of Directors, elected officials, other governmental agencies, other community leaders, and the general public.
• Schedules meetings for the General Manager, Deputy General Manager, and General Counsel with elected officials and others.
• Manages the hospitality function of board and committee meetings (orders lunch/snacks, sets up/tears down boardroom, etc.).
• Performs administrative duties in support of the elections for the Board of Directors.
• Opens, checks, and routes mail to and from the General Manager, Deputy General Manager, and General Counsel.
• Ensures proper and timely routing of correspondence, contracts, and purchasing-related items through the Executive Office.
• Uses discretion, judgment, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality.
• Supports the board agenda preparation process by preparing agenda items through the agenda software system as requested by the General Manager and General Counsel and/or creating agenda items for others by taking content provided by others in a multitude of formats, compiles it into standardized Board agenda format with accuracy and attention to detail, proofreads for and corrects typographical, punctuation, word usage, and grammatical errors while adhering to strict deadlines.
• Anticipates and prepares materials needed by the General Manager, the Deputy General Manager, and General Counsel for conferences, appointments, meetings and telephone calls or as appropriate to the situation.
• Frequently contacts public and private executives, professional persons, and other officials on behalf of the General Manager, the Deputy General Manager, and General Counsel.
• Maintains Outlook appointment calendar and advises appointment priorities.
• Makes travel, meeting, and entertainment arrangements for General Manager, Deputy General Manager, General Counsel, and Board of Directors as needed.
• Prepares PowerPoint and other presentation material for General Manager, Deputy General Manager, and General Counsel as needed.
• Composes and prepares, in signature-ready format, responses to incoming correspondence for the General Manager’s, Deputy General Manager’s, and/or General Counsel’s approval.
• Manages budget and coding of invoices for executive office.
• Performs all other duties required in support of the General Manager, the Deputy General Manager, and General Counsel.
• Facilitates and participates in cross-training in other administrative functions within the Executive Office.
• All other duties as assigned.

This position does not directly supervise any employees.

• Associate’s degree required and five (5) years’ experience in a high-level position providing support to an executive office; or a combination of experience and education that results in the required knowledge, skills, and abilities. Bachelor’s degree preferred.

• None

☒ Must have and maintain a valid driver’s license and an insurable driving record.