Executive Assistant

The Position

The Administrative Services department is seeking an Executive Assistant to support departments within our Business Services team. This position provides complex administrative support to C-suite executive(s) in support of CWS’ Mission, Vision, Values, and Strategies. Serves as liaison among the Office of the CEO, C-suite, the CWS Board of Directors, Business Partners, commissions, committees and affiliated organizations, and well as local and regional partners and public officials. Manages assigned special projects, conducts research; assembles and analyzes data.
This position will be located at 2550 SW Hillsboro Hwy, Hillsboro, OR, 97123 and the hours of this role will generally be Monday - Friday, 8:00am to 5:00pm, with occasional evenings and weekend days.

Essential Functions

(The essential functions listed below are not intended to reflect all duties that may be assigned to this classification. The District may augment duties and/or essential functions at its discretion. Additionally, some incumbents may not perform all Essential Functions.)

• Serves as a liaison among the Office of the CEO, C-suite, Business Partners, Board of Directors, other partners and public officials, and appropriate levels of CWS employees. Administers the flow of information and interactions consistent with District Mission, Vision, Values, and Strategies. Communicates and prioritizes information and issues and assures that all relevant background material is provided.
• Maintains C-suite appointment calendars, contacts, travel arrangements and supports day-to-day operational functions for the team.
• Provides complex staff assistance to the Business Partners by coordinating meeting logistics, tracking action items, and participating in and/or leading subcommittees or special project teams.
• Coordinates the compilation, editing, and distribution of Board meeting documents and Board communications and maintains the corresponding documentation processes. Coordinates all aspects of meetings and events involving the Board and Board-appointed committees and commissions.
• Manages assigned special projects; assembles and leads related teams/committees; prepares comprehensive reports and presentations for C-suite executives, Business Partners, and staff.
• Conducts research and assembles, analyzes, summarizes, and develops recommendations or proposals; frames issues, conclusions, and opportunities for action; identifies and recommends alternatives; and writes policy papers as required.
• Provides backup support to Administrative Services team as needed.

• Standard office management principles, practices, and procedures, organization principles and methods.
• Meeting and event planning practices and procedures
• Techniques of editing and proofreading, including correct English usage, spelling, grammar and punctuation; methods and procedures of office filing and record management systems
• Principles and practices of project development, scheduling, and management
• Methods and procedures of budgeting and fiscal monitoring
• Basic principles of research, including data collection, data analysis and report compilation

• Principles of supervision
• Teambuilding and coaching techniques and practices

• Interpreting and applying complex policies, procedures, regulations, and laws
• Explaining complex procedures and regulations to government officials and the general public
• Coordinating the activities of high-level management officials and staff
• Collecting data and conducting research and analysis
• Use of computers and computer software for word processing, spreadsheets, presentations, and electronic calendars and messaging
• Keyboarding at a speed necessary for successful job performance

• Planning, organizing, directing and reviewing the work of administrative support staff
• Supervising, training, disciplining and evaluating staff

• Coordinate and manage projects to completion within scheduled deadlines
• Understand and follow oral and written policies, procedures, and directions
• Identify problems, analyze issues, and present alternative solutions
• Establish and maintain effective working relationships with those contacted in the course of work including a variety of CWS and other government officials, community groups, and the general public
• Operate effectively in a team environment
• Communicate effectively, both orally and in writing

Qualifications

Any combination of experience and training that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the knowledge, skills and abilities would be:
3+ years of experience in executive level or upper management administrative support;
Specialized office administration training in office management, office software, business writing, data management and departmental coordination, filing, records management, and related fields;
Experience leading or supervising administrative staff is preferred.
CERTIFICATION AND LICENSURE REQUIREMENTS:
Upon selection, candidates must possess and maintain a valid State of Oregon driver’s license.

Additional Information

Reasonable Accommodation
Applicants who require reasonable accommodation in order to participate in any phase of the application process should contact Human Resources at 503.681.3600 or TDD 503.681.3601.
Equal Employment Opportunity
Clean Water Services is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, gender, national origin, marital status, age, uniformed service, sexual orientation or disability in the admission or access to the recruitment process or any aspect of employment.

Clean Water Services offers eligible employees the opportunity to choose benefits and plans that meet both individual and family needs. In addition to a competitive salary, Clean Water Services offers employees a comprehensive benefit packet that includes health coverage, health reimbursement account, life and accidental death insurance, flexible spending account, Oregon Public Employees Retirement Plan (PERS/OPSRP), deferred compensation, paid vacation, holidays and sick leave, tuition reimbursement, goal sharing bonus, and more. Further information for full-time regular non-represented employees can be found here (Download PDF reader).
Depending on hours worked and duration of the position, temporary employees may qualify for an offer of medical benefits, deferred compensation, and employee discounts. Temporary employees are eligible for sick leave at the rate of .0334 per hour worked upon beginning employment and may carry over up to 40 hours into the next calendar year.