Executive Assistant

Essential Functions

• Serves as a liaison among CWS departments and programs, public officials, regional partners, community stakeholders, and external agencies.
• Captures and disseminates information 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.
• Captures and disseminates information on behalf of the Leadership Team, prioritizes issues, and ensures appropriate supporting materials and background information are available for decision-making.
• 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, workgroups, and cross-functional initiatives.
• Captures and disseminates information on behalf of the Leadership Team, prioritizes issues, and ensures appropriate supporting materials and background information are available for decision-making.
• Captures and disseminates information on behalf of the Leadership Team, prioritizes issues, and ensures appropriate supporting materials and background information are available for decision-making.
• 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.
• 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.
• Affords assistance 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.

Qualifications

• Knowledge of standard office management principles, practices, and procedures.
• Knowledge of organizational principles and methods.
• Knowledge of meeting, board, committee, and event coordination practices and procedures.
• Knowledge of business communication, correspondence development, editing, and proofreading techniques.
• Knowledge of methods of recordkeeping, records retention, and paper and electronic document management.
• Knowledge of principles and practices of project development, scheduling, coordination, and management.
• Knowledge of principles of supervision, teambuilding, and coaching techniques and practices.
• Skills in interpreting and applying complex policies, procedures, regulations, and laws.
• Skills in explaining procedures and regulations to employees, government officials, and the public.
• Skills in coordinating the activities, schedules, and priorities of executive leadership and staff.
• Skills in preparing executive correspondence, reports, presentations, briefing materials, and meeting documentation.
• Skills in coordinating board, committee, public meetings, and special events.
• Skills in using computers and software applications, including Microsoft Office Suite, Asana, Adobe, DocuSign, and Oracle, and related business systems.
• Skills in managing paper and electronic document systems and records.
• Skills in organizing multiple assignments, projects, and competing priorities while meeting strict deadlines.
• Skills in maintaining confidentiality and exercising discretion when handling sensitive documents, information, and verbal communications.
• Skills in planning, organizing, and reviewing the work of administrative support staff.
• Skills in selecting, supervising, training, and evaluating staff.
• Ability to coordinate and manage projects to completion within scheduled deadlines.
• Ability to understand and follow oral and written policies, procedures, and directions.
• Ability to identify problems, analyze issues, and present alternative solutions.
• Ability to maintain confidentiality and sensitive information.
• Ability to support and contribute to the Administrative Services coverage needs.
• Ability to anticipate Leadership Team needs and proactively address operational and administrative issues.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Ability to establish and maintain effective working relationships with those contacted in the course of work, including a variety of CWS staff and other government officials, community groups, and the general public.
• Ability to operate effectively in a team environment.
• Ability to communicate effectively, both orally and in writing.