Executive Assistant I

• Serve as the primary administrative assistant to the Deputy General Managers, supporting the General Manager and other Executive staff, as assigned by the EAII. Maintain confidentiality at all times.
• Handle office phone calls, prioritize, screen and log messages; notify staff of phone messages received. Manage incoming and outgoing mail. Greet, direct, and assess visitors for prioritizing interests and/or access to staff.
• Establish, manage, and review schedules for the Deputy General Managers and other Executive Office staff as needed; prioritize calendars, task lists, and deadlines; communicate verbally and in writing upcoming events, commitments, priorities, and responsibilities. Serve as a gatekeeper for direct and indirect access to Executive Management staff including use of offices and assigned conference rooms.
• Assess, track, monitor, and/or process multiple incoming forms and/or time-sensitive documents, and ensure successful and timely response, review, signature, and/or other appropriate action.
• Analyze daily and complex activities, issues and staff needs; exercise independent discretion and judgment and independently respond, resolve, or identify appropriate staff representative(s) to do so.
• Independently compose correspondence with little or no guidance; proofread, edit, track, copy, and respond to complex communications, Board packages and reports.
• Assemble all Board packages for the Board meetings. Mail or arrange hand delivery of packages to all Board Members, legal counsel, and Senior Staff and post the Board meeting agenda. Assist divisions with Board Agenda items (packets), as needed.
• Provide professional communication with Board Members, Board of County Supervisors (and their staff), legislators and other elected officials, high level executives, customers and Prince William Water personnel.
• Maintain Executive Management's office supplies and equipment.
• Create and update division standard operating procedures.
• Maintain filing systems and Executive Office contact lists, perform data entry, and update and manage the Executive Management intranet page.
• Plan, organize, and coordinate meetings and events for various group sizes including, but not limited to, arrange space, invite attendees, order refreshments, ensure technical support; coordinate and prepare business resources and materials for events and meetings.
• Track and manage contracts, purchase orders, and requisitions for the executive office and maintain vendor relations.Process invoices for payment.
• Transcribe/prepare meeting minutes as requested.
• Search for and make copies of newspaper articles relating to Prince William Water's operations for Executive Management staff and the Board of Directors.
• Obtain from the County website and files Board of County Supervisors' meeting agenda and minutes, brief sheets, and resolutions. Provide copies of Prince William Water-related actions to appropriate division directors and other staff.
• Prepare and arrange travel for the Deputy General Managers and other staff as needed including assembling and completing the necessary travel and training forms. Process expense reports.
• Serve as backup to Executive Assistant II in her/his absence.

• Reconcile Deputy General Managers' monthly credit card statements including managing and tracking receipts.

• Coordinate, manage, and complete special projects as needed.
• Perform Notary duties.

• Prepare for Board dinners to include set-up and breakdown.

• May be deemed essential at any time.
• Perform other duties as assigned or required.

Essential Competencies:

• Demonstrated knowledge and experience performing Executive Management or C-Suite duties including effectively schedule executive appointments, establish and apply modern office practices and procedures, knowledge of use of standard office equipment including scanners, printers, photocopy, and facsimile machines and software related to assignment including Windows and Microsoft Office. Ability to learn other software programs as needed.
• Excellent business English usage, spelling and grammar, and standard business correspondence styles; principles and practices of office management.
• Ability to maintain confidentiality at all times; especially with respect to sensitive material routinely encountered as part of work assignments; perform advanced administrative work; plan, organize, and manage office services; handle important and sensitive matters with discretion; perform high volumes of administrative work accurately and quickly to meet the required deadlines.
• Communicate effectively, both orally and in writing, with excellent grammar, spelling, and punctuation; proofreading capability, document drafting/editing including formatting.
• Prioritize and coordinate tasks and events in a highly sensitive environment.
• Ability to manage, coordinate, and prioritize complex scheduling, task lists, and deadlines.
• Analyze situations carefully, recommend solutions, adopt effective courses of action; employ good judgment, and make sound decisions following established procedures and policies.
• Possess strong interpersonal skills and ability to collaboratively build relationships with stakeholders including staff, Board Members, external partners, and others.
• Demonstrate proactive approaches to problem-solving with strong decision-making capability.
• Must be a highly versatile team player, with the ability to work independently and possess strong emotional maturity.
• Ability to work well under pressure with frequent interruptions, possess excellent time management skills, and keep calm under pressure.
• Possess strong organizational skills that reflect the ability to multitask seamlessly with excellent attention to detail.

• High School diploma or GED supplemented by advanced study or training obtained through a community college, business, technical, or correspondence school.
• At least five years of progressively responsible Executive- or C-Suite level administrative work experience, including project coordination experience.
• Or a combination of education and experience as described above.

• Required to work beyond normal scheduled hours of work to attend evening meetings and work sessions. Attend Board of Directors meetings.
• Notary Public for the Commonwealth of Virginia upon hire or required to obtain and maintain within three months of employment in this position.

• None.

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Physical demands: The work requires light physical activity, mostly walking. Typical position requires the worker to walk or stand for long periods; lift and carry up to 30 pounds; climb stairs, bend, reach, hold, grasp, and turn objects; and operate computer keyboards. The work requires the ability to speak clearly and to see and hear clearly with or without correction. Will be required to work beyond the normal scheduled hours of work and to attend evening meetings and work sessions.
• Work environment: Primary work is performed indoors in a standard office environment. The noise level in the work environment is usually moderate. Work is subject to frequent interruptions.