Executive Assistant

Clean-Water-Services; Oregon (WI); On-site; USD 52,000 - 78,000; Full time

Job summary

Clean Water Services seeks two Executive Assistants to provide high-level administrative support to the Leadership Team and to coordinate executive operations. You will manage calendars and travel, coordinate meetings, and handle confidential information with discretion.

This role also involves preparing board materials and supporting cross-functional initiatives. Strong project coordination, research, and process-improvement skills are essential to help the organization achieve its objectives

Qualifications

• 6 months leading or supervising administrative staff.
• 3 years of executive-level or senior management administrative support experience.
• Specialized training in office administration, office management, business communications, records management, or related fields.

Responsibilities

• Coordinate flow of information for Leadership Team with internal and external stakeholders.
• Manage Leadership Team calendars, travel arrangements, and scheduling priorities.
• Maintain confidentiality of sensitive information and records.
• Provide advanced administrative support by coordinating meeting logistics and supporting committees.
• Prepare agendas, packets, minutes, and related board communications.
• Draft, edit, and coordinate executive correspondence and presentations.
• Lead special projects, events, and administrative initiatives.
• Conduct research to support operational initiatives and develop recommendations.
• Maintain official records and compliant filing systems.
• Oversee courier services and office logistics.
• Improve procedures, workflows, and office systems for efficiency.
• Supervise administrative staff, including training and performance reviews.
• Foster a positive workplace culture focused on inclusion.

Skills

Calendar management

Meeting logistics

Executive coordination

Board materials

Confidentiality

Team supervision

Research & analysis

Office software

Tools

Microsoft Office

Asana

Adobe

DocuSign

Oracle

Job description

The Administrative Services program is seeking two Executive Assistants. The Executive Assistant position provides complex administrative support to the Leadership Team. Supports executive operations, serves as a liaison among internal and external stakeholders, and supports initiatives through project coordination, research, analysis, and administrative process improvement.

Candidates who are selected to move forward in the recruitment process will be invited to self-schedule their interview. Please be sure to check your email for status updates.
This posting will close after 100 applications have been received. If a candidate is not selected, the posting will be reopened. To ensure consideration in the initial review, please submit your application as early as possible.

(This section outlines the essential functions assigned to the position. The essential functions listed below are not intended to include all duties that may be assigned to this classification. Clean Water Services (CWS) may modify, add, or remove duties or functions at its discretion.)

1. Serves as a liaison among CWS departments and programs, public officials, regional partners, community stakeholders, and external agencies. Coordinates the flow of information and communications on behalf of the Leadership Team, prioritizes issues, and ensures appropriate supporting materials and background information are available for decision-making.
2. Manages assigned Leadership Team calendars, contacts, travel arrangements, and scheduling priorities. Coordinates executive meetings, appointments, and activities, resolves scheduling conflicts, and supports the day-to-day operational needs of the Leadership Team.
3. Maintains the integrity and confidentiality of sensitive information, files, records, and communications. Exercises discretion when handling confidential personnel, legal, financial, and organizational matters.
4. 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.
5. Coordinates the preparation, compilation, review, editing, and distribution of Board and committee agendas, packets, reports, minutes, and related communications. Coordinates all logistical aspects of meetings involving the Board and Board-appointed committees and commissions, and supports compliance with applicable records management and documentation requirements.
6. Drafts, edits, proofreads, and coordinates executive correspondence, presentations, reports, resolutions, briefing materials, and other communications on behalf of Leadership Team members.
7. 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.
8. Conducts research and gathers, analyzes, and summarizes information to support operational initiatives. Identifies issues, evaluates alternatives, and develops recommendations for Leadership Team consideration.
9. 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.
10. Oversees courier services to ensure the timely delivery of materials.
11. Evaluates and recommends improvements to administrative procedures, workflows, business practices, and office systems to improve operational efficiency, customer service, and organizational effectiveness.
12. 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.
13. Assists 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.
14. Drives a CWS or personal vehicle for work-related purposes.

KNOWLEDGE OF:

• Standard office management principles, practices, and procedures
• Organizational principles and methods
• Meeting, board, committee, and event coordination practices and procedures
• Business communication, correspondence development, editing, and proofreading techniques
• Methods of recordkeeping, records retention, and paper and electronic document management
• Principles and practices of project development, scheduling, coordination, and management
• Methods and procedures of budgeting and fiscal monitoring
• Public sector administrative processes and stakeholder engagement practices
• Basic principles of research, including data collection, data analysis, and report preparation
• Principles of supervision, teambuilding, and coaching techniques and practices

SKILL IN:

• Interpreting and applying complex policies, procedures, regulations, and laws
• Explaining procedures and regulations to employees, government officials, and the public
• Coordinating the activities, schedules, and priorities of executive leadership and staff
• Preparing executive correspondence, reports, presentations, briefing materials, and meeting documentation
• Coordinating board, committee, public meetings, and special events
• Using computers and software applications, including Microsoft Office Suite, Asana, Adobe, DocuSign, and Oracle, and related business systems
• Managing paper and electronic document systems and records
• Organizing multiple assignments, projects, and competing priorities while meeting strict deadlines
• Maintaining confidentiality and exercising discretion when handling sensitive documents, information, and verbal communications
• Planning, organizing, and reviewing the work of administrative support staff
• Selecting, supervising, training, and evaluating staff

ABILITY TO:

• 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
• Maintain confidential and sensitive information
• Support and contribute to the Administrative Services coverage needs
• Anticipate Leadership Team needs and proactively address operational and administrative issues
• Manage multiple priorities while maintaining accuracy and attention to detail
• 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
• Operate effectively in a team environment
• Communicate effectively, both orally and in writing

EDUCATION, EXPERIENCE, CERTIFICATIONS AND/OR LICENSES:

The following are the minimum qualifications for this position.

6 months leading or supervising administrative staff;
3 years of experience in executive-level or senior management administrative support;
Specialized training in office administration, office management, business communications, records management, business software applications, project coordination, data management, or related fields.

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.

Application Review and Certification Statement:Applicants will be reviewed and evaluated based on qualifications including relevant skills, education, training, and work history. Supplemental materials including resumes, cover letters, and other attachments will not be considered unless specifically requested as part of the application process. Applicants are responsible for ensuring that their application materials are detailed, accurate, clearly demonstrate how they meet the minimum and, if applicable, special qualifications for the position, and are complete at the time the application is submitted. Incomplete or inaccurate applications may be removed from further consideration or may result in disqualification from the application or selection process, rescinding an offer of employment, or termination of employment if discovered after hire. Application materials will be used to determine salary placement in accordance with applicable state and federal law, CWS Human Resources policies and guidelines, and collective bargaining agreements, upon extension of a job offer. Unless requested as part of the application process, supplemental materials provided will not be considered.

By submitting your application, and any supplemental materials specifically requested by CWS as part of the application process, you are certifying the information you have provided is true, accurate and complete and have read and understand the above statement.