Executive Office - Executive Assistant

Under supervision of the CEO, will provide high-level administrative support and office management to the Chief Executive Officer (CEO) and other executives, as needed. The Executive Assistant will serve as a liaison to the board of directors and senior management teams; organize and coordinate executive outreach and external relations efforts and oversee special projects.

RESPONSIBILITIES
● Work directly with the CEO to provide high-level administrative support and assistance of their daily work routine.
● Maintain the CEO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements; Exercise discretion in committing time and evaluating needs.
● Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
● Manage and update the CEO’s contact list, ensuring easy access and accuracy.
● Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
● Sort and triage mail; maintain e-mail and other address directories.
● Compose and prepare letters relating to routine correspondence for the CEO’s signature.
● Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
● Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
● Prepare, reconcile, and submit expense reports.
● Maintain paper and electronic filing systems.
● Train and supervise administrative support staff, including managing reception area.
● Complete a variety of special projects and support other executives as needed.
● Performs other related duties as assigned.
● Serve as a liaison between the CEO, PWSA staff, Board of Directors, and the public. This includes receiving and screening the CEO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
● Manage, schedule, prepare, attend, and transcribe Board Meetings and educational sessions for the Board of Directors; advertise Board Meetings in accordance with the Sunshine Act.

KNOWLEDGE, SKILLS & ABILITIES
● Manage sensitive matters with a high level of confidentiality and discretion
● Excellent organizational, verbal, written communication skills ensuring duties are performed at the highest level possible on a consistent basis
● Strong ability to interact with people of all levels in a confident, professional manner
● Excellent time management skills with a proven ability to meet deadlines
● Ability to function well in a high-paced and at times stressful environment
● Extensive knowledge of office administration, clerical procedures, and recordkeeping systems
● Proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software

EDUCATION / EXPERIENCE REQUIREMENTS
The following requirements list the minimum education/training/experience required to qualify for this job. An equivalent combination of education and/or experience may be accepted.
● Bachelor's degree in Business Administration or related field
● Three years of related executive assistant experience; public/government office experience preferred.

GENERAL REQUIREMENTS
Applicant must present a current, valid Class C (Class 1) PA Motor Vehicle Operator’s License at the time of application or prior to appointment.  A valid driver’s license must be maintained throughout employment.

Applicant must have permanent residency in Allegheny County at time of appointment and remain a permanent resident throughout employment with the PWSA. 

SUPERVISION EXERCISED / RECEIVED
Will indirectly supervise administrative assistants / Receives supervision directly from the Chief Executive Officer. 

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

The physical demands consist of prolonged periods of sitting at a desk, walking, climbing stairs, finger movements including fine dexterity and coordination, hearing conversation, seeing near and far, and speaking clearly. Frequently bending, stooping, repetitive leg and arm movements, lifting, up to 25 lbs.

CONDITIONS
While performing the duties of this job, the employee is regularly exposed to a moderate or quiet noise level in the office work environment. Subject to remain on duty beyond normal hours and/or recalled during emergency situations or other extensive periods.

MEDICAL EXAMINATION
Employment may be contingent upon the results of a post-offer (initial employment or promotion) physical examination performed by the Authority's examining physician.

DRUG TESTING
Employment may be contingent upon the results of a post-offer (initial employment or promotion) drug screening. Continued employment may be subject to drug and alcohol testing conducted without advance notice and for reasonable suspicion.

PRE-EMPLOYMENT BACKGROUND INVESTIGATION
Ability to successfully pass a thorough investigation consisting of a criminal history check, verification of prior employment and performance, reference, and credentials checks, and in some cases credit history.

Applicants are subject to a System for Award Management (SAM) or any successor system search as maintained by the General Services Administration (GSA) to ensure compliance with federal procurement and non-procurement programs. 

Applications: You may be considered for other available positions based on qualifications provided on your employment application. If you have questions regarding your application, please contact the Human Resources Department at: 
 
PWSA Human Resources Department 
1200 Penn Avenue 
Pittsburgh, PA 15222 
412-255-8800 
hr@pgh2o.com 
 
An Equal Opportunity Employer: The Pittsburgh Water and Sewer Authority (PWSA) is proud to be an Equal Employment Opportunity Employer. We do not discriminate based on any legally protected statuses, including, but not limited to race, color, ancestry, religion, national origin, sexual orientation, age, marital or family status, disability, gender, gender identity or expression, pregnancy status, or veteran status. PWSA is committed to providing candidates with reasonable accommodations for those with disabilities during our recruiting process; if you need assistance, please contact us at hr@pgh2o.com or 412-255-8800. 
  
Job Title: Executive Assistant 
Division: Executive Office
Salary: $58,300-$69,900
Pay Grade Level: 5
FLSA Status: Non-Exempt
Application Deadline: 4/20/2024