Executive Assistant

Job Description:

Executive Assistant

Description

Job Summary

TITLE: Executive Assistant

SRN U6: $6,356 - $9,041, Monthly, Exempt

Bargaining Unit: Non-Represented, At-Will/Confidential

DEPARTMENT: Administration

Division: Administration

REPORTING RELATIONSHIP:

Reports to : Clerk of the Board

Supervises the following positions : N/A

Promotional opportunity procedures will include the following:

Review of minimum qualifications

Review of personnel file

Testing/ Assessments: Written memo, travel arrangements

Oral Interview(s)

DEFINITION: Under general direction, performs a variety of complex, highly responsible, sensitive, and confidential office and administrative support functions for the District executive leadership; acts as the first point of contact for the General Manager and Assistant General Manager and provides information to the public and staff requiring considerable knowledge of district services, policies, and procedures; schedules meetings and maintains calendars; and performs related work as required.

Essential Functions

EXAMPLES OF TYPICAL JOB FUNCTIONS:

• Provides a wide variety of clerical and administrative support to the General Manager, Assistant General Manager, and Clerk of the Board; serves as the primary point of contact for internal and external constituencies on all matters pertaining to the executive office; resolves concerns and complaints in a timely manner and follows up with staff as necessary for detailed information.
• Maintains and updates executives’ daily calendars including managing incoming and outgoing phone calls, scheduling meetings, and drafting correspondence; reads and analyzes incoming memos, correspondence, and submissions and distributes as needed; ensures executive leadership’s schedule is followed and respected.
• Maintains and ensures appropriate follow-up of confidential and sensitive information and files regarding management projects, policy, and personnel.
• Gathers, compiles, and analyzes data for a variety of administrative, fiscal, and policy matters; prepares and presents reports, memos, letters, spreadsheets, and presentations and makes recommendations; maintains related files and databases.
• Assists in the implementation and follow-up on Board decisions and requests as directed by the Clerk of the Board; serves as a recording secretary to internal agency committees; schedules meetings, prepares agendas, and takes minutes.
• Ensures materials and reports for signature are accurate and complete; proofreads and checks materials for accuracy, completeness, and compliance with District standards, policies, and procedures.
• Arranges travel, accommodations, transportation, and meeting planning as necessary for the executive leadership and other district personnel as applicable and submits requests for reimbursement; arranges meeting venues, catering, equipment, and communication equipment as appropriate.
• Organizes, archives, copies, maintains, and retrieves records, documents, reports, and files.
• Conducts studies and research projects by selecting, adapting, and applying appropriate analytical, research, and statistical techniques; evaluates alternatives and makes recommendations; prepares comprehensive technical records and reports.
• Observes and complies with District and mandated safety rules, regulations, and protocols.
• Performs other duties as assigned.

Please visit https://www.governmentjobs.com/careers/cvwd/classspecs for the full job description.

Minimum Qualifications

MINIMUM QUALIFICATIONS:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Licenses and Certifications : Possession of a valid California Driver’s License, to be maintained throughout employment.
Experience: Seven (7) years of increasingly responsible and varied office management, advanced secretarial and supervisory work experience. Three (3) years’ experience assisting an executive or senior-level manager in a governmental agency.

Education: Bachelor’s degree or higher is preferred; however, an equivalent combination of applicable training and experience may be substituted for education requirement.
Knowledge of:

• District services, organization, rules, policies, and procedures.
• Techniques of effective public relations.
• Office administrative and management practices and procedures.
• Business letter writing and the standard format for reports and correspondence.
• Principles and techniques of conducting analytical studies, evaluating alternatives, making sound recommendations, and preparing and presenting effective and technical reports.
• Principles, practices, and procedures related to public agency record keeping including the legal requirements for recording, retention, and disclosure.
• Travel and event coordination including scheduling, travel arrangements, venue coordination, and associated expense reporting.
• District and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

Ability to:

• Maintain confidentiality and discretion in handling and processing confidential information and data.
• Perform advanced and complex executive administrative support work accurately, including managing multiple executive calendars.
• Determine the priority of matters of attention for the General Manager, and may redirect matters to staff or handle matters, as appropriate.
• Effectively plan and conduct assigned administrative, budgeting, fiscal reporting, programmatic, and project activities.
• Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
• Prepare, review, and present reports and other correspondence and communications in a clear and concise manner.
• Take direction and work as part of a team in the assigned department as well as with other administrative staff.
• Perform arithmetic, financial, and statistical computations accurately.
• Establish and maintain accurate databases, records, and files.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Effectively represent the department and the District in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

The Coachella Valley Water District provides a comprehensive, balanced, and competitive benefits package ensuring employees have many options to meet their healthcare, wellness and/or retirement savings goals. Providing employees with flexibility and support for all the different stages of life. Employees may pay some portion of their benefit premium costs based on the provisions of their labor-negotiated Memorandums of Understanding (MOU's) and the level of coverage they select. Additional information regarding CVWD employee benefits is available at https://www.cvwd.org/176/Benefits .

Closing Date/Time: 5/27/2025 11:59 PM Pacific

Salary:

$6,356.00 - $9,041.00 Monthly