Executive Assistant to the Chief Strategy Officer

Why It's a Great Opportunity:

As an Executive Assistant for the Chief Strategy Officer (CSO) at Metro Water Recovery, you will have the opportunity to work with a team that is dynamic, goal driven and enjoys the work they do. Specifically, you will manage office responsibilities supporting a team of sixteen and work directly with the CSO to communicate and coordinate activities critical to Metro's relationship with our external partners. Additionally, we offer a range of benefits to our employees, including a flexible hybrid work environment, a competitive salary, an incentive training program to help you continue to grow and develop your skills. This is just a small sample of all the benefits we offer!

Why It's a Great Place to Work:

The Executive Assistant role is situated within the Office of Strategy (Office). We encourage teamwork, problem solving, creativity, and personal growth. There are two departments in the Office, External Affairs and Strategy & Communication. Within the two departments, there are four divisions, Community Engagement, Continuous Improvement, Government Affairs, Organization Communications and Public Information & Education. Metro values excellence, integrity, inclusion, and collaboration. This department truly exemplifies these values through our commitment to fostering a diverse and inclusive work environment, promoting open communication, and consistently striving for excellence in all aspects of our work.

How to be Successful in the Role:

 

Supporting a growing and developing team takes energy, patience, problem-solving, organization, excellent communication skills, and flexibility. The person who fills this role will take responsibility for managing various office processes and procedures. In addition, they will maintain the processes, facilitate understanding of the expectations for those who work within the processes and will drive continuous improvement of the processes over time. The success of this role will be dependent on the individual's initiative, resource leveraging, and the confidence of knowing when to ask questions.

 

This role will manage a variety of office procedures, including P-card transactions, task order process, budget support, invoice processing and onsite event support. In addition, this role is responsible for directly managing the CSO's work calendar, developing a quarterly newsletter for Metro's connectors, coordinating multiple recurring meetings which include internal and external stakeholders, and supporting the Director of External Affairs. The diversity of this work requires attention to detail, timely feedback and the ability to work well with others.

 

Metro operates in a Microsoft Suite environment. The Executive Assistant will work in all aspects of Microsoft, including SharePoint, Teams, and MS Office products. The person who fills this role will be most successful if they are willing to grow and learn in this environment, supporting the team to be more efficient in the use of these tools.

Your Future in this Role:

We're looking for a passionate and experienced individual who is eager to learn about Metro's role within the larger water recovery industry. Alongside the support from your supervisor and team members, you will build strong relationships with Metro's other Executive Assistants, Department Coordinators and with Strategy and Communication partners throughout the organization. The role is an opportunity to learn about multiple aspects of the Office of Strategy, which may lead to future skill development and career opportunities.

 

Don't miss out on an opportunity to use your skills to make a difference! Apply now and become part of the Metro Water Recovery Team!

General Statement of Duties

Provides high-level administrative support for Executive Leadership Team (ELT) members and the Office of the CEO. Responsible for tasks such as ELT member scheduling, Board of Director Preparation, composition of correspondence for Executive Team Members, etc. This position reports to an ELT member or to the Assistant of the CEO.

Examples of Duties:

1. Responsible for the finalization and workflow management of documents and presentations from ELT members, and their respective departments to the Office of the Chief Executive Officer. Works closely with the Office of the Chief Executive Officer to track Board of Director information and requests of the departments and ensures that requested information is delivered by required deadlines.
2. Responsible for the management and finalization of monthly Board information as assigned, including departmental reports, technical memoranda, and presentations.
3. Responsible for development and implementation of documents and other workflows from the Senior Management Team to the ELT member for review and finalization/approval.
4. Responsible for managing the scheduling calendars of the ELT member as assigned.
5. Responsible for scheduling and preparation associated with assigned meetings from the ELT. Coordinates with internal and external stakeholders to ensure that scheduling conflicts are avoided. Manages meeting details from inception to conclusion, including travel, access, meeting locations and all other details related to efficient and effective meetings.
6. Responsible for performing detailed administrative services for ELT members, and their departments as assigned. Duties include among others, composing correspondence and notices, proofreading correspondence prepared by others, maintaining electronic files and records management, and ensuring receipt of correspondence coming from the Executive Leadership Team.
7. Responsible for the general order of kitchens, conference rooms, and other workspaces. Examples of duties include ensuring that general housekeeping is being performed by other departments or third-party vendors, materials, supplies, and other consumables are adequately restocked at all times for staff use, conference rooms and other spaces are functioning appropriately and representative, and any other needs that ensure a professional and productive working environment.
8. Attends team meetings, documents decisions and action items, and follows up to ensure that action items are completed. Provides backup to the other senior administrative staff as requested.
9. Maintains the Critical Incident Response Plan.
10. Performs other tasks and special projects as needed. 

Qualifications:

Knowledge/Skills/Abilities

Knowledge of:

• Public sector office processes and procedures. 
• Records management systems. 
• Grammar, spelling, and punctuation, and strong experience. 

Skilled at:

• Supporting executive and senior staff and/or Board of Directors. 
• The use of Microsoft Office products and other office support technology. 
• Copy editing. 
• Taking minutes of meetings summarizing discussions. 
• Working with confidential information.

Ability to:

• Multi-task. 
• Work in a fast-paced environment. 
• Perform at a high level while meeting daily deadlines. 
• Establish and maintain effective working relationships with the public, Metro Board members, and other employees. 
• Keep office information confidential. 
• Perform effectively in a collaborative team environment. 
• Maintain emotional control under ambiguous and stressful circumstances. 

Education

Bachelor’s degree in English, Communications, or related degree. A combination of education and relevant experience may be considered in lieu of a degree.

Working Conditions:

Typical Work Environment

Working on a variety of floor surfaces including tile, carpet, sidewalks; Work in parking lots; Uneven Surfaces; Slippery surfaces; Wet surfaces; Lighting conditions including natural light, fluorescent, head lamps, incandescent, and overhead lighting; Inside environment; Outside environment; Vibration due to vehicle driving.

 

Body Position Demands

Reaching in front; Standing; Walking; Balancing; Object handling; Typing; Simple hand grasping; Driving a vehicle; Sitting; Climbing stairs; Stooping; Kneeling; Crouching; Fine hand coordination; Firm hand grasping.

Physical Demands (max forces are expected to be infrequent)
Max Weight Lifted: 40lbs.
Max Weight Carried: 20lbs.
Max Force Pushed: 3lbs.
Max Force Pulled: 3lbs.

Sensory Requirements
Wide field of view; Perception-Spatial; Olfactory (Smelling); Vision - Near; Far, Depth perception; Color discrimination; Perception - Form; Feeling without seeing; Speaking; Hearing.

Metro Water Recovery is an Equal Opportunity Employer.

Employment Type: Full Time
Salary: $61,298 - $85,488 Annual
Bonus/Commission: No