Executive Assistant to the CEO & Board of Water Works Trustees

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.

SUCCESS IN THIS ROLE: 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.

The successful candidate will:

• Function as a trusted extension of the Chief Executive Officer by anticipating needs, managing competing priorities, and ensuring the CEO's time and attention are focused on the organization's highest priorities. 
• Establish and maintain strong, collaborative relationships with Trustees, executive leadership, employees, elected officials, consultants, community partners, and the public. 
• Coordinate complex executive and Board activities with professionalism, accuracy, and exceptional attention to detail. 
• Ensure commitments, strategic initiatives, and Board actions progress through effective planning, follow-up, and accountability. 
• Exercise independent judgment while recognizing when executive guidance or collaboration is needed. 
• Maintain the highest standards of confidentiality, professionalism, and integrity in all interactions. 
• Continuously seek opportunities to improve efficiency, communication, and the overall effectiveness of the Office of the CEO. 
• Represent the Office of the CEO in a manner that inspires confidence, builds trust, and reflects the values and professionalism of Des Moines Water Works.

Executive Support

• 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.

Board of Water Works Trustees Support

• 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.

Office of the CEO

• 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.

OTHER POSITION REQUIREMENTS:

• Must maintain strict confidentiality and exercise discretion in all matters involving executive leadership, personnel, legal, labor relations, and Board governance. 
• Must be available to attend occasional evening meetings of the Board of Water Works Trustees and other meetings outside of normal business hours. 
• Must maintain regular and reliable attendance. 

Education:

• Associate's degree in Business Administration, Communications, Public Administration, or a related field required. Bachelor's degree preferred.

Experience:

• 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.
• Equivalent combinations of education and experience may be considered.

Licenses/Certifications:

• Must possess a valid driver’s license with good driving record.
  • This position requires Driver remain insurable under the Company’s coverage.
• Must obtain and maintain an Iowa Notary Public commission within six months of hire.
• The cost of obtaining and maintaining the commission will be paid by the Utility for the duration of employment in this position. 

KNOWLEDGE, SKILLS, and ABILITIES:
Knowledge of:

• Executive office administration principles, practices, and professional standards. 
• Confidentiality requirements and best practices for handling sensitive and executive-level information. 
• Business writing, proofreading, editing, and professional correspondence. 
• Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, virtual meeting technologies, document management systems, and other office productivity software. 
• Organizational practices for records management, document preparation, and information organization. 
• Research methods and information-gathering techniques. 
• Appropriate use of artificial intelligence (AI) and emerging technologies while maintaining confidentiality, accuracy, human oversight, and sound professional judgment. 
• Principles of exceptional customer service. 

Skills:

• 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. 

Abilities:

• Manage multiple competing priorities while consistently meeting deadlines.
• Exercise sound judgment in establishing executive priorities within established guidelines while recognizing when consultation or executive direction is appropriate.
• Handle highly confidential and sensitive information with discretion and professionalism.
• Anticipate routine needs, demonstrate initiative, and work independently while recognizing when collaboration or guidance is appropriate.
• Communicate professionally, respectfully, and effectively with employees, Trustees, customers, elected officials, consultants, community partners, and the public.
• Produce high-quality work with minimal direction.
• Contribute to a responsive, well-organized, and approachable Office of the CEO.
• Adapt to changing priorities and respond effectively in a dynamic executive office environment.

HARDWARE/SOFTWARE/EQUIPMENT/TOOLS NEEDED TO PERFORM JOB:

• Personal computer, laptop, smartphone, multi-line telephone, printer/copier/scanner, and other standard office equipment.
• Microsoft 365 applications including Outlook, Word, Excel, PowerPoint, Teams, OneDrive, and SharePoint.
• Virtual meeting and collaboration platforms.
• Document management, PDF creation, editing, and electronic signature software (e.g., Adobe Acrobat).
• Audio/visual equipment used to facilitate in-person, virtual, and hybrid Board meetings, including livestreaming and presentation technology.
• Artificial intelligence (AI) tools and other emerging technologies in accordance with organizational policies, confidentiality requirements, and appropriate human oversight. 

PHYSICAL REQUIREMENTS:

• Primarily sedentary work; no significant physical demands.
• Frequent viewing of electronic monitors or screens.
• Frequent repetitive hand motions and manual dexterity to operate computer equipment.
• Occasional walking, standing, bending, and reaching.
• Moderate lifting, carrying, or transporting files, meeting materials, office supplies, and presentation equipment with objects weighing up to 30 pounds. 
• Moderate local travel to attend meetings, events, or other business-related activities.

WORKING CONDITIONS:

• Primarily works in a professional office environment.
• Frequent exposure to confidential, sensitive, or politically significant information requiring sound judgment and discretion.