Executive Assistant to the CEO & Board of Water Works Trustees

Des Moines Water Works•Water Works Park, IA

4d•Onsite

About The Position

Under the direction of the Chief Executive Officer and General Manager, the Executive Assistant provides executive-level administrative, organizational, and governance support to the Office of the CEO, the Board of Water Works Trustees, and members of the senior leadership team as assigned. This position plays an important role in ensuring the Office of the CEO operates efficiently by coordinating executive priorities, supporting Board governance activities, preparing professional communications and presentations, managing executive scheduling, and assisting with strategic initiatives and special projects. The successful candidate is highly organized, detail-oriented, and exercises sound judgment while handling confidential information. This individual is proactive, dependable, and anticipates the needs of the CEO by keeping priorities organized, tracking commitments, and ensuring important details are not overlooked. The Executive Assistant serves as a trusted partner to the CEO, combining exceptional organization, strong communication, and sound judgment to support the successful operation of the Office of the CEO.

Requirements

Associate's degree in Business Administration, Communications, Public Administration, or a related field required.
At least five (5) years of progressively responsible administrative experience supporting executive leadership, governing boards, or senior management.
Experience coordinating Board or Commission meetings, preparing meeting minutes, and drafting professional correspondence is preferred.
Must possess a valid driver’s license with good driving record.
Must maintain regular and reliable attendance.
Knowledge of executive office administration principles, practices, and professional standards.
Knowledge of confidentiality requirements and best practices for handling sensitive and executive-level information.
Knowledge of business writing, proofreading, editing, and professional correspondence.
Knowledge of Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, virtual meeting technologies, document management systems, and other office productivity software.
Knowledge of organizational practices for records management, document preparation, and information organization.
Knowledge of research methods and information-gathering techniques.
Knowledge of appropriate use of artificial intelligence (AI) and emerging technologies while maintaining confidentiality, accuracy, human oversight, and sound professional judgment.
Knowledge of principles of exceptional customer service.
Exceptional organization, prioritization, and time management skills.
Excellent written, verbal, proofreading, editing, and interpersonal communication skills.
Strong attention to detail and commitment to producing accurate, polished work.
Strong research, analytical, critical thinking and problem-solving skills.
Relationship-building skills that foster positive working relationships with employees, Trustees, customers, elected officials, consultants, community partners, and the public.
Strong project coordination and workflow management skills to track executive initiatives, strategic priorities, deadlines, commitments, and follow-up actions.
Strong customer service and stakeholder engagement skills that support a responsive, professional, and approachable Office of the CEO.
Ability to manage multiple competing priorities while consistently meeting deadlines.
Ability to exercise sound judgment in establishing executive priorities within established guidelines while recognizing when consultation or executive direction is appropriate.
Ability to handle highly confidential and sensitive information with discretion and professionalism.
Ability to anticipate routine needs, demonstrate initiative, and work independently while recognizing when collaboration or guidance is appropriate.
Ability to communicate professionally, respectfully, and effectively with employees, Trustees, customers, elected officials, consultants, community partners, and the public.
Ability to produce high-quality work with minimal direction.
Ability to contribute to a responsive, well-organized, and approachable Office of the CEO.
Ability to adapt to changing priorities and respond effectively in a dynamic executive office environment.

Nice To Haves

Bachelor's degree preferred.
Experience coordinating Board or Commission meetings, preparing meeting minutes, and drafting professional correspondence is preferred.
Equivalent combinations of education and experience may be considered.
Must obtain and maintain an Iowa Notary Public commission within six months of hire.

Responsibilities

Manage the CEO's calendar, appointments, meetings, and tasks while balancing changing priorities, being particularly mindful of emerging issues that require immediate attention.
Coordinate meeting logistics, prepare agendas, assemble background materials, and help ensure the CEO is prepared for meetings, presentations, and events.
Draft, edit, proofread, and format executive correspondence, letters, reports, presentations, and other communications.
Conduct research and compile information to support executive decision-making and special projects.
Maintain systems and dashboards to track assignments, action items, workflows and deadlines, helping ensure commitments and priorities remain on schedule or are flagged for follow-up.
Coordinate conference registrations, travel arrangements, reimbursements, and other administrative activities.
Maintain confidential files, records, and information with professionalism and discretion.
Recommend improvements to administrative processes that enhance the efficiency of the Office of the CEO.
Coordinate and facilitate all in-person, virtual, and hybrid meetings of the Board of Water Works Trustees and Board committees.
Develop meeting agendas in collaboration with the CEO and senior leadership.
Coordinate the collection, review, editing, formatting, and distribution of Board materials through both electronic and printed formats, as appropriate.
Manage meeting logistics, including meeting room preparation, virtual meeting platforms, audiovisual technology, livestreaming/recording, and public access requirements.
Attend Board meetings and prepare accurate, official meeting minutes.
Coordinate Board communications and serve as the primary administrative resource for Trustees.
Maintain official Board records and historical documents, as well as Board calendars, Trustee onboarding materials, Board policies and other governance records.
Ensure compliance with Iowa Open Meetings Law, applicable public notice requirements, and meeting accessibility requirements for both in-person and virtual meetings.
Provide administrative support to the Office of the CEO and members of the senior leadership team as requested.
Coordinate meetings and special events such as legislative meetings, treatment plant tours, stakeholder listening sessions and others that arise.
Monitor progress on executive priorities and strategic initiatives and assist in coordinating cross-departmental projects.
Prepare presentations, briefing materials, and meeting packets for internal and external audiences.
Assist with executive initiatives, public relations initiatives, and research assignments.
Maintain organized electronic and physical filing systems and official records.
Serve as a point of contact for internal and external inquiries, directing requests appropriately.
Coordinate executive correspondence and communications with employees, customers, elected officials, consultants, community partners, and other stakeholders.