Salary: $87,276.00 - $122,186.00 Annually
Closing Date: June 26, 2026, 11:59 p.m.
Apply: https://www.governmentjobs.com/careers/mojavewater/jobs/5368488/executive-assistant?pagetype=jobOpportunitiesJobs
Overview of Role
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.
Qualifications
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.
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.
Benefits
- PERS Retirement: 2% at age 62 calculated as average of highest 3 consecutive years of pay, 5-year vesting
- (Prior Public Service before 2013 is 2% at age 55 calculated on highest annual salary - without a 6-month gap in service)
- Flexible Benefits Package $36,705.76 annually to go towards:
- Medical Insurance: Choice of PPO or HMO Plan
- Deferred Compensation 457(b) plan (pre-tax and post-tax options)
- Employee cost share of CalPERS
- Health Reimbursement Arrangement (HRA) Plan available
- Additional amounts beyond what is provided in the Flexible Benefits Package may be contributed by employee to Deferred Compensation 457(b) plan (pre-tax and post-tax options)
- 5% of base pay rate placed into 401 (a) account by Agency
- Vacation: 10 days per year, maxing out at 20 days per year, based on years of service
- Vacation pay out option available
- 40 hours of flex time leave per fiscal year
- Paid Holidays: 14 days per year
- Sick leave: 12 days per year
- Life, Dental and Vision Insurance: 100% paid by Agency for employee and dependent(s)
- Tuition Reimbursement up to IRS non-taxable amount per IRC Section 127, after 12 months of employment
- Employee Assistance Program
- Long-Term Disability: 100% premium paid by Agency with coverage of up to 66 2/3% of salary allowable income in coordination with State Plans
- Interest Free Computer Loan Program up to $3,000 after 12 months of employment
- Professional development, seminars and conferences
- 9/80 Work Schedule
The Agency does not participate in the Social Security program, except for the mandatory 1.45% Medicare contribution.
To apply for this position, please visit https://www.governmentjobs.com/careers/mojavewater/jobs/5368488/executive-assistant?pagetype=jobOpportunitiesJobs
