Executive Assistant

About the role

The Green Bay Water Utility is looking for a highly organized, dependable, and professional Executive Assistant to join our team and provide high-level administrative support to the General Manager, Utility leadership, and staff.

Responsibilities

• Prepares and distributes agendas and agenda packets for Water Commission and other meetings.
• Transcribes and publishes minutes for regular Water Commission and Committee meetings.
• Processes Water Commission related reports and correspondence.
• Transcribes, prepares, and organizes a wide variety of material requiring independent judgment and knowledge of Utility procedures.
• Processes and maintains a variety of forms, records, accounts, and reports.
• Drafts correspondence and e-mails, interacts with visitors, and answers questions and requests.
• Prepares correspondence and packages for mailing and shipping, including registered mail and Federal Express.
• Maintains, organizes, and updates Utility filing system.
• Ensures quorums, schedules meetings, and reserves conference rooms.
• Contacts and coordinates meetings with other agencies as needed.
• Coordinates travel arrangements, prepare itineraries, and prepares, compiles, and maintains travel vouchers, records, and expense reports.
• Registers employees for seminars and conferences.
• Maintains Utility calendar for conferences, training, and other related appointments and meetings.
• Assists management with writing articles for various newsletters.
• Creates various PowerPoint presentations.
• Works community events on behalf of the Water Utility.
• Plans and coordinates Utility special events.
• Completes credit card reconciliation and purchase orders.
• Updates the Utility's intranet as needed.
• Orders furniture, office supplies and uniforms.
• Performs other related work as required.

Qualifications

Minimum Qualifications Required: Three to five years related experience. Valid driver's license and good driving record. A combination of equivalent experience and/or education may be considered.

Knowledge, Skills & Abilities

• Comprehensive knowledge of business letter writing and forms.
• Comprehensive knowledge of business, English, spelling, punctuation, and grammar.
• Considerable knowledge of office procedures and routines.
• Working knowledge of office machinery such as a calculator, copy machine, and printer.
• Considerable skill in taking meeting minutes, in operating word processing software and computer systems.
• Considerable skill in organizing and maintaining a variety of office records and files, in determining formats for reports and various documents and correspondence, and in providing a full range of administrative office services, including use of discretionary judgment in dispensing information.
• Considerable skill in working independently without specific instructions.
• Ability to follow oral and written instructions, to communicate effectively, both orally and in writing, and to proficiently utilize a computer and the required software.
• Ability to establish and maintain effective working relationships with the staff and the public, to maintain confidentiality, and to work the required hours of the position.
• May be required to demonstrate minimum competency by successfully passing approved tests.

Physical Requirements

• Lift and carry up to 20 pounds.
• Ability to remain in a stationary position for up to 2 hours.
• Focus on projects for a long period of time.