Executive Assistant

The Details

Position Type

Work for Water

Position Title
Executive Assistant
Position Description

This is an advanced secretarial position reporting to the Executive Coordinator to the General Manager supporting the Executive Coordinator for the duties in the General Manager’s Office in the support required for Board Members, the Governmental Relations Manager, Chief Pilot, the Communications Manager and the Internal Auditor. Work assignments cover several high-profile areas of Authority operations requiring ability to exercise independent judgement, make decisions and maintain confidentiality. Duties include direct verbal and written communications with Board members, managers, consultants and elected officials to schedule meetings, travel and accommodations.

Position Salary

commensurate of qualifications and experience

Position Notes

-

Position Minimum Experience

High school/GED. Special training in secretarial and clerical skills preferred. More than 5 years progressively responsible and varied secretarial experience. One year of college may be substituted for two years of experience at the discretion of the General Manager.

Qualifications

Preferred Education

High School or GED required

Scope of Responsibilities

Essential Duties and Responsibilities include:

1. Responsible for word processing of general correspondence and other documents often from rough drafts, outlines or dictation. Types forms, labels, board items, reports, etc.

2. Prepare monthly expense reports for managers in the General Manager’s office area.

3. Assist the Manager, Governmental Relations and Chief Pilot in monitoring Aircraft Operations budgets, including creation of vendor requisition requests. Coordinates purchasing and payment of invoices and contracts.

4. When assigned, may assist the Secretary to the Board of Directors in preparing and sending out required notices, meeting materials, and supplying Board members with committee and board packets.

5. Arranges schedules and appointments for managers assists in making logistical arrangements for Board/Committee Meetings. Responsible for meeting room set up and includes setting up meeting materials, lunch, refreshments, and clean up as assigned.

6. Responsible for maintaining files in the General Manager's office area.

7. Provides administrative support for department managers in the General Manager Staff Group and includes: providing assistance to managers in identifying logistics for meetings and travel, reserving meeting rooms, making reservations for lodging and air travel, contacting meeting attendees, making appointments, and preparing itineraries and meeting materials.

8. Conducts research on budgets, payables and other projects as assigned.

9. Maintains and updates contact lists for key partners, including the U.S. Army Corps of Engineers, the Texas congressional delegate on, state legislative and agency offices, and others as assigned.

10. Provides back up and support for the Assistant to the General Manager and includes drafting routine reports and correspondence and telephone support for the General Manager.

11. Coordinates catering and pre-meeting food and drink for Board of Directors committee and board meetings, including set up, tear down and clean up at general office kitchen facilities.

12. Performs other duties and functions as assigned.

Application Closing Date

-

Application Instructions

Please apply at https://recruiting.ultipro.com/TRI1018/JobBoard/2172ba69-3733-a300-e248-8c98670ef85b/?q=&o=postedDateDesc

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