Executive Assistant

JOB The Executive Assistant provides high-level administrative and operational support to the General Manager and the Board of Directors. This role manages executive communications, coordinates complex schedules and meetings, prepares Board materials, and ensures the smooth execution of executive and Board-related activities. The Executive Assistant exercises strong judgment, discretion, and organizational skill in handling confidential information and competing priorities, and serves as a key liaison between executive leadership, staff, Board members, and external stakeholders to support effective Agency operations.

EXAMPLE OF DUTIES

Core Responsibilities & Functional Competencies

Communication
& Stakeholder
Management

• Manages executive communications with discretion and judgment.
• Anticipates information needs.
• Drafts complex correspondence including sensitive materials.
• Serves as liaison between General Manager and Board members, staff, and external stakeholders.

Document
& Records
Management

• Prepares Board meeting materials including agendas, staff reports, resolutions, and minutes.
• Manages highly confidential executive documents.
• Ensures Board packet accuracy and timely distribution.
• Maintains official Board records in compliance with Brown Act and retention requirements.

Operational
Purchasing
& Travel
Admin.

• Coordinates executive-level operational purchasing and service needs, ensuring required approvals and timely processing.
• Researches specialized services and vendors for administrative functions.
• Submits purchase requests to Finance for processing.
• Manages comprehensive travel arrangements for General Manager including complex international itineraries, meeting logistics, and expense reconciliation.
• Coordinates Board meeting logistics including catering, accommodations for out-of-town members, and facility rentals.

Facilities
& Field Operations
Coordination

• Manages executive office space, coordinates facility needs for executive and Board functions, and ensures appropriate setup for high-level meetings and events.

Meeting
& Event Coordination

• Manages executive calendar (including the General Manager’s calendar and the Board-approved Agency calendar) strategically, anticipating conflicts and priorities.
• Coordinates Board meetings including noticing requirements, agenda preparation, and materials compilation.
• Attends Board meetings, takes official minutes, and manages action items.
• Coordinates special events and stakeholder meetings.

Technology
& Systems

• Expert-level Microsoft Office proficiency including advanced Excel analysis and complex PowerPoint presentations.
• Creates sophisticated Board materials with professional formatting.
• Uses Board management systems or document repositories.
• Adapts quickly to new technology platforms.

Behavioral Competencies

All Agency employees are expected to demonstrate the following behaviors.

Communication

• Listens actively and asks clarifying questions.
• Communicates clearly, concisely and respectfully to coworkers and customers.
• Manages emotions constructively in routine and stressful situations.

Accountability

• Follows through on commitments and updates others when plans change.
• Adheres to policies, safety standards, and procedures.
• Owns mistakes and takes corrective action.

Collaboration

• Shares information and resources proactively.
• Recognizes and values others’ expertise and responsibilities; seeks input when needed.
• Offers and requests help during high-demand or cross-team tasks.

Continuous Improvement

• Adapts to new processes, technologies, and priorities.
• Identifies, suggests and helps implement improvement opportunities.

Education

• High school diploma or equivalent required.
• Associate’s or Bachelor’s degree in Business Administration or related field preferred.

Experience

• 5 years of progressively responsible administrative experience, including experience supporting executive leadership required.
• Experience supporting a governing board and/or working in a public sector environment preferred.

SUPPLEMENTAL INFORMATION

This position requires 5 days per week in the Mojave Water Agency Office located at 13846 Conference Center Drive, Apple Valley, CA.