Executive Assistant- COO 26-126

Charleston Water System Careers; Charleston (SC); On-site; USD 57,000 - 89,000; Full time

Job summary

Charleston Water System is seeking an Executive Assistant to support officers by handling calendar, travel, correspondence and budget. This role requires maintaining the Executive Office Vault Document System and coordinating meetings and annual reviews.

You will provide diverse administrative services, prepare reports, screen calls, and assist with board activities; knowledge of EMS ISO 14001 and departmental policies is preferred; SC Notary Public certification may be required.

Qualifications

• Associate degree in Business and two years of administrative duties or equivalent experience.
• Experience with word processing and spreadsheet software.
• Familiarity with mainframe programs and business English/spelling.

Responsibilities

• Manage Executive Office calendar, meetings, travel, and correspondence.
• Support budgeting processes and annual reviews for officers.
• Maintain the Executive Office Vault Document System and ensure policy compliance.
• Coordinate and prepare reports, minutes, and board/committee materials.
• Provide administrative and personal assistant services as needed.

Skills

Office administration

Calendar management

Budget tracking

Education

Associate Degree in Business

Tools

Word processing

Spreadsheets

Mainframe software

Job description

We're a public water and wastewater utility serving the greater Charleston area. Our water and wastewater services protect public health and the environment, provide fire protection, and support our economy.We’re always looking to add talented, enthusiastic people to our team!

Applications Accepted through Sunday, October 4, 2026

Salary Range: $57,366.40 ($27.58/hr.) – $88,940.80($42.76/hr.)

Hiring Range: $57,366.40 ($27.58/hr.) - $71,718.40 ($34.48/hr.)

Grade: 108

Flexible

Position Summary :

This position reports directly to a company officer and aids the officer by handling a wide variety of situations involving the administrative functions of the Department. This position manages the officer’s calendar, meetings, travel, correspondence and budget. In addition, the Executive Assistant for each officer is responsible for the following items:

Essential Functions:

• Maintain Executive Office Vault Document System.
• Ensure compli a nc e with all administrative aspects of the Executive Office ISO 14001 EMS program.
• Provide administrative support for the Lead Testing and Compliance Program and other regulatory programs, as needed.
• Maintain the Emergency Operations Manual and coordinate annual reviews and updates.
• Monitor completion of the monthly SC DHEC Discharge Monitoring Reports for Operational Departments.
• In the absence of the CAO EA, coordinate the Corporate Incentive Program.
• In the absence of the CPO EA, maintain the manual miscellaneous checking account requiring CPO approval.
• Perform diverse administrative and personal assistant services, which are technical, complex and often confidential.
• Compile, prepare, and type correspondence, reports, and/or other documents as needed.
• Screen calls, letters, and visitors and answers routine questions.
• Schedule and coordinate appointments, itineraries, meetings, and conferences, including various in-house annual meetings.
• Organize correspondence files and records.
• May attend and assist with other management meetings.
• Assist with Officer’s annual budget requests and monitor department(s) budgets.
• Maintain training hours and/or certificates in the Training Management System database (TMS).
• Serve as liaison for American Express and Purchasing Card Programs for respective area.
• Input purchase requisitions, tracks and approves requisitions, approves invoices and compiles necessary information to close purchase orders at end of budget year and renew for following year as needed.
• Process travel arrangements to include itineraries, reservations, travel request forms, coordination with travel agencies, and expense reports per CWS Travel Policy.
• In the absence of the EO Coordinator, will provide administrative support for the Board of Commissioners meeting as needed by the EO CAO.
• Regular attendance is required.
• Job performance must conform to all CWS policies and procedures.
• Specific knowledge of CWS Environmental Management System Policy and Procedures.

Additional Duties

• May prepare articles for company newsletter or public notices for newspapers .
• May be required to work under emergency conditions.
• Attend meetings for purpose of recording minutes.
• May assist with maintenance of the Vault Documents.
• Notarize and attest documents for company.
• Maintain information to be updated on the CWS intranet sites.
• Perform other related duties as assigned.

Physical Requirements, Activities, and Working Conditions

• Sedentary work exerting up to 20 pounds of force occasionally, and/or negligible amount of force frequently or constantly maneuver and transport objects.
• Ability to use a personal computer, typewriter, telephone, radio, fax and copy machines, calculator and microfilm reader/printer.
• Ability to visually observe computer screens, printers and keyboard to receive and send information.
• Ability to receive and give complex written and oral instructions.
• Ability to bend, reach up and handle documents as required maintaining filing system and accessing bulletin boards.
• Ability for reaching and handling documents as required to maintain an up-to-date filing system.
• General office environment.

Education and/or Experience

• Associate Degree in Business (office administration) and two (2) years of experience in administrative duties or a combination of at least five (5) years’ education and/or experience in the administrative field.
• Considerable knowledge of office practices and procedures, business English, spelling, and commercial math.
• Experience in word processing software, spreadsheet programs and CWS’s mainframe programs.
• Selected positions assigned to this classification may require the ability to take and transcribe dictation.
• Must be able to type with a high degree of accuracy.
• Prior work record indicating dependability and conscientiousness.

Licenses, Certifications, Registrations

• SC Notary Public

Training Needs:

• OSHA and Departmental safety training as required.
• Skills Based Training.
• ISO 14001 standards for department and company.
• See Department Competency and Training Matrix for this position.

ELIGIBILITY FOR PROMOTION TO VARIOUS POSITIONS THROUGHOUT THE COMMISSION DEPENDS UPON INDIVIDUAL QUALIFICATIONS AND NOTED JOB PROGRESSIONS ARE NO GUARANTEE OF CAREER PATH TO THESE OR ANY OTHER JOB(S) AT THE COMMISSION.

Our Mission Support public health and protect the environment.

Our Vision Achieve excellence and exceed customer expectations.

Our Core Values

• Continuous pursuit of excellence
• Customer Service
• Open and honest communication
• Accountability
• Teamwork
• Ethical behavior and integrity

Our Mission Support public health and protect the environment.

Our Vision Achieve excellence and exceed customer expectations.

Our Core Values

• Continuous pursuit of excellence
• Customer Service
• Open and honest communication
• Accountability
• Teamwork
• Innovation
• Ethical behavior and integrity

Charleston Water System is an at-will, drug-free, equal opportunity employer.

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