(EAGM)-Executive Assistant to GM

Birmingham Water Works-posted 9 months ago

Birmingham, AL

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The Executive Assistant to the General Manager (EAGM) provides administrative and contract management support to the General Manager. The role focuses on meeting coordination and performing duties of a corporate secretary, and providing project-related support for the GM. The EAGM must exercise judgment and discretion daily and be familiar with Board policies and procedures. The position requires experience in managing confidential information and initiative in identifying and addressing issues promptly. Excellent communication with staff, attorneys, consultants, and customers is essential. The EAGM maintains legal files and documents and prepares legal documents, working under limited supervision and requiring skills in prioritization and action tracking.

Provide executive level support to the GM and, in some cases, to Executives and department managers.
Maintain open communication with staff and manage internal and external communication with all levels of management, attorneys, consultants, Board of Directors, media, public officials, and the public.
Demonstrate independence and take initiative in day-to-day operations of the executive department.
Coordinate with Human Resources and legal counsel for scheduling appeals and responding to legal claims.
Read and analyze incoming memos, submissions, and reports to determine their significance.
File and retrieve corporate documents, records, and reports.
Prepare responses to correspondence containing routine inquiries.
Prepare for bi-weekly Board of Directors' meetings and various committee meetings.
Transcribe minutes of Board of Directors meetings in a timely manner.
Utilize the Board's online portal, Diligent, for data management.
Provide customer assistance and coordinate with customer service to resolve complaints.
Perform executive level administrative duties using Microsoft Office applications.
Coordinate logistics of special projects and tasks, ensuring deadlines are met.
Research data regarding Board actions and compile data for special meetings or presentations.
Initiate and finalize travel arrangements and itineraries for the GM.
Manage and process travel authorization and advance request forms.
Administer contracts, agreements, and legal documents.
Assist with scheduling meetings with attorneys and organizing documents.
Order and maintain office supplies and equipment.
Maintain confidentiality of sensitive information in compliance with HIPAA and other regulations.
Perform all work safely in accordance with established safety policies and procedures.
Perform other duties and special projects as required.

Associate degree in Business Administration or related field; or equivalent combination of education and experience required.
Valid Driver's License required.
Notary Public required; or must obtain within 6 months of hire date.
Eight (8) years of administrative assistant experience supporting senior level executives required.
Substantial experience in corporate secretarial functions relative to the public sector preferred.
Experience using a legal filing system and document control system preferred.
Excellent oral and written communication skills.
Strong typing skills and excellent PC skills, including Microsoft Word, Excel, PowerPoint, and Access.
Detail-oriented with strong interpersonal skills.
Excellent organizational skills.
Ability to read and interpret documents and make basic arithmetic calculations.
Ability to work with and maintain confidential information.
Administrative perception to proofread written materials and index correspondence.

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