Executive Administrative Assistant

Compensation Philosophy:
The Macon Water Authority (MWA) compensation philosophy states that the starting salary for each pay grade will be competitive and fair based on the minimum requirements of each position. For candidates with a combination of knowledge, skills, and experience above the minimum requirements, MWA has the ability to offer a starting salary between the minimum and mid-point, with a possibility of a salary closer to the mid-point.

Job Summary:
The Executive Administrative Assistant provides administrative and secretarial support for the Executive Director, Leadership Team, and Administration department. In addition to typing, filing, and scheduling, performs duties such as financial record keeping, payroll, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, this person answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors and internal contact at all levels of the organization. Independent judgment is required to plan, prioritize and organize a diversified workload. This position is the official custodian of MWA’s Charter, By-Laws, policies, contracts, leases, resolutions, and ordinances. This person also serves as the MWA’s Open Records Administrator.

Responsibilities:
 Prepare the agenda for the MWA Board and its committees and distribute it no less than 48 hours before the scheduled meeting time.
 Attend the committee meetings and the meetings of the MWA Board and keep minutes of each meeting, and record attendance. Following meetings, prepare minutes for review and approval by the committee. Distribute draft and approved copies of the minutes, including all attachments.
 Responsible for composing and typing business correspondence for the Executive Director, EVPs Leadership Team, and Administration department
 Screen Executive Director’s incoming calls and visitors; determine what contact or action is required for satisfactory disposition. Recognize and understand the impact of incidents that require appropriate and timely resolution of customer inquiries or concerns across all MWA departments.
 Manage and maintain calendars and travel itineraries for the Executive Director, Board Members, and EVPs Complete travel forms, arrangements, and reimbursements for Executive Director, MWA Board members, and EVPs
 Ensure that all phone calls, requests, and questions are addressed properly and promptly, analyzing those requests to prioritize urgent and sensitive matters.
 Establish priorities and ensure deadlines are met; monitor the progress of programs and projects.
 Coordinate arrangements with internal and external vendors to include conference room reservations, travel, lodging, guest speakers, and presentation materials and equipment
 Provide ongoing public relations on the executive’s behalf with local television stations, newspapers, Board Members, and public officials.
 Assists with public relations, publications, and social media posting.
 Responsible for obtaining proper signatures and sealing all documents as required.
 Handles confidential correspondence and communicates effectively with MWA attorneys.
 Maintains a diversified filing and retrieval system
 Attend assigned events as a representative of the Executive Director to ensure arrangements are handled according to plan.
 Familiarity with parliamentary procedure and the Georgia Code for legal research using Lexus Nexus online services
 Responsible for being completely familiar with the state of Georgia Open Meetings Act and Georgia Open Records Act
 Responsible for ensuring MWA adheres to the Open Meetings Act and processes requests for MWA records in compliance with the Open Records Act
 Must be familiar with MWA By-laws and adhere to By-laws when fulfilling responsibilities governed by the By-laws
 Responsible for onboarding of New Board Members, Board Member Orientation, and Continued Education/Training
 Attend industry conferences and training as necessary
 Order office supplies as required or needed.
 Enters payment requisitions, invoices, and P-Card expense reconciliation
 Consistently abide by MWA policies, procedures, and processes.
 Work overtime as expected
 Other duties as assigned

Qualifications:
 A minimum of a High School Diploma or GED equivalent is required; an Associate degree is preferred.
 Five or more years of experience in a business, governmental, or related field providing high-level administrative support
 Executive Support role experience preferred
 Excellent English grammar, punctuation, and writing skills are required.
 Computer literate and highly proficient in Microsoft Office Suite
Strong interpersonal skills and exhibit sound judgment.
Valid Georgia Driver’s License with a clean driving record

Physical Requirements:
Sitting for long periods
Occasional bending, stooping, crouching, climbing, or balancing
Ability to lift to waist level, pull, and push up to 40 pounds.
Use hands to grasp, write, draw, and operate office equipment.