ABOUT THE ORGANIZATION

Truckee Meadows Water Authority (TMWA) is a not-for-profit, community-owned water utility, overseen by elected officials and citizen appointees from Reno, Sparks and Washoe County. TMWA has a highly skilled workforce who ensure the around-the-clock treatment, delivery and availability of high-quality drinking water for more than 475,000 residents of the Truckee Meadows.

We are looking to hire an EXECUTIVE ASSISTANT, to join our ADMINISTRATION Department.

POSITION SUMMARY

Under general direction, the Executive Assistant manages, coordinates, and participates in programs and projects within the General Manager's office. This position provides high-level executive support to the General Manager, Assistant General Manager, and other senior leaders, performing a wide variety of complex administrative tasks, special studies, and professional assignments involving research, analysis and report preparation.

This role is highly visible to the TMWA Board of Directors, employees, the public, and organizational leadership, and requires the ability to work effectively under frequent interruptions and high-volume communications. The incumbent must consistently demonstrate the highest standards of professionalism, courtesy, discretion and confidentiality.

In addition to executive support responsibilities, this position also serves as the Board Clerk for the TMWA Board of Directors and acts as liaison to the TMWA Standing Advisory Committee, ensuring compliance with applicable governance requirements and facilitating effective communication and coordination between stakeholders.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Coordinate Programs and Events: Develop, manage and participate in programs and projects within the General Manager's office. Coordinate with the General Manager and Human Resources to schedule, organize, and manage all employee meetings; provide recommendations for improvement. Lead planning and execution of the annual picnic and assist with non-standard events such as the Reno Tahoe Odyssey, Dragon Boat Races, and Corporate Challenge.
• Provide Executive Support: Deliver comprehensive administrative assistance to the General Manager, Staff Attorney and other senior leaders; Support implementation and follow-up on Board decisions and requests as directed by the General Manager.
• Conduct Research and Analysis: Gather, tabulate, and analyze data on a variety of administrative matters; confer with management staff; develop recommendations; prepare and present reports; draft policies and procedures as required.
• Participate in Process Improvement: Contribute to the development and implementation of new or revised programs, systems, procedures, and methods of operation to enhance organizational efficiency.
• Board and Committee Support: Compile and coordinate agenda materials for the TMWA Board of Directors and its subcommittees in compliance with the Open Meeting Law. Review staff reports for clarity, accuracy, and budget alignment; assist in implementing of Board direction to staff. Attend meetings and transcribe accurate minutes.
• Information Management: Research, compile, and organize information from various sources for reports, presentations, publications, and projects. Prepare summaries of all local government meeting agenda items relevant to TMWA and distribute to leadership.
• Strategic Planning and Budgeting: Assist with strategic planning efforts (Water Resource Plan, Water Facilities Plan, Funding Plan) and coordinate timing and presentation to the SAC and Board. Support development of budgets and capital improvement plans.
• Goal Tracking and Reporting: Lead annual reporting of organizational goal results and preparation of proposed goals. Collaborate with departments to finalize and format goals for timely reporting.
• Document and Records Management: Maintain official documents, filing systems, and document security; processes files for record storage in compliance with records retention policies.
• Committee Liaison: Standing Advisory Committee (SAC): Serve as primary contact for SAC members; manage meeting notifications, agendas, minutes, recruitment, membership issues, and maintain directory. Facilitate SAC meetings and ensure quorum.
• Customer Service and Public Interaction: Respond to inquiries and concerns from the public addressed to the Board and or General Manager; involve applicable departments to resolve issues promptly.
• Website and Membership Management: Assist in updating TMWA’s website and manage renewal of annual memberships (e.g., AWWA, AMWA).
• Special Projects and Presentations: Work independently on projects, from conception to completion; prepare and deliver presentations on assigned programs and initiatives. Provide leadership in building relationships crucial organizational success.

Any combination of training and experience that would provide the required knowledge, skills, and abilities, is qualifying. A typical way to obtain the minimum requirements is:

Experience: Four (4) years of progressive responsible administrative experience in a professional capacity performing complex administrative, analytical, and financial support functions, with preference of at least four (4) years providing executive - level support to a Chief Executive Officer or other top-level manager within an organization.
Education & Training: Bachelor’s degree from an accredited college or university with major course work in public administration, business administration, engineering, or a closely related field.

Must have working-level knowledge of the English language including reading, writing, and speaking English.

CERTIFICATIONS, LICENSURE, AND SPECIAL REQUIREMENTS

Employment is contingent upon successful completion of a background investigation during hire and periodically thereafter during employment.

This position is considered a safety sensitive position and employment is contingent upon the results of drug and/or alcohol testing which includes screening for marijuana. The presence of marijuana or other screened for substances on any employment related substance test may result in a refusal to hire or termination of employment.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

Principles and practices of public agency administration, including municipal management, organizational Structure, budgeting, and operational systems. Methods and techniques of fiscal, statistical, and administrative analysis, including data collection, evaluation and report preparation. Applicable federal, state and local laws, codes and regulations, including the Nevada Open Meeting Law. Modern office practices, procedures, and equipment, including computers and related technology. Commonly used computer software applications, including word processing, spreadsheet, and database programs (e.g., Microsoft Office Suite, virtual meeting platforms, website content management systems, travel booking). Principles and techniques of business correspondence, including proper English uses, spelling, grammar, punctuation, and formatting. Principles and procedures of record management, including records retention requirements and document security. Techniques and best practices in public relations and customer service. Principles and practices of leadership, team building, motivation and conflict resolution.

Skilled in/Ability to:

Effectively utilize time management techniques to organize and prioritize work and coordinate multiple projects simultaneously. Type accurately and at a speed necessary for successful job performance. Operate modern office equipment and technology, including computers and peripheral devices. Interpret and apply policies, procedures, laws, codes, and regulations related to assigned programs and functions. Perform complex and responsible administrative work requiring independent judgment and initiative. Plan, coordinate and implement various programs related to special (committees/commissions). Plan, coordinate and implement programs, projects, and activities, including special committees and commissions. Conduct and manage complex studies and projects; evaluate findings and recommend improvements to policies, programs and practices. Apply principles of project management to develop and implement special projects and programs. Prepare official Board agendas, minutes and resolutions in compliance with the Nevada Open Meeting Law. Establish and maintain cooperative working relationships with internal departments, divisions, officials, outside agencies, and external stakeholders. Compile, maintain, and organize complex records; prepare accurate summaries and reports. Handle sensitive and confidential information with discretion and integrity. Conduct research and prepare a variety of fiscal, statistical, and administrative reports. Analyze situations and adopt effective courses of action. Respond professionally to inquiries and requests from the public. Independently prepare clear and concise correspondence, memoranda and other written materials. Schedule and coordinate projects; set priorities and adapt to changing deadlines and requirements. Plan and organize work to meet established timelines. Exercise sound judgment, flexibility, creativity, and sensitivity in response to changing organizational needs. Communicate clearly and effectively, both verbally and in writing, with diverse audiences including senior executives, officials and Board members. Establish, maintain, and foster positive and productive working relationships. Maintain punctuality and reliability in work attendance and performance. Remain mentally and physically alert during working hours.

TMWA is an equal opportunity employer. It is TMWA’s policy to provide equal employment opportunity to all employees and applicants for employment without regard to race (including traits associated with race, such as hair texture and protective hairstyles), color, gender, religion, age, national origin, social or ethnic origin, sexual orientation, gender identity or expression, marital status, pregnancy, disability, military and/or veteran status or any other characteristic protected by law. TMWA’s commitment to equal opportunity includes all terms, conditions, and privileges of employment, including but not limited to recruiting, hiring, job placement, training, compensation, benefits, discipline, advancement, and termination.

All decisions affecting any terms and conditions of employment, including recruitment, hiring, assignment, training, compensation, promotion, salary, disciplinary action, and an employee’s caregiving responsibilities, will be made without regard to race (including traits associated with race, such as hair texture and protective hairstyles), color, gender, religion, age, national origin, social or ethnic origin, sexual orientation, gender identity or expression, marital status, pregnancy, disability, military and/or veteran status or any other characteristic protected by law.

TMWA complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources at hr@tmwa.com or 775-834-8207.

TMWA is committed to providing a safe work environment and to fostering the health and well-being of our employees. That commitment is jeopardized when any of our employees illegally use drugs at home or at work, comes to work under the influence, possesses, distributes, or sells drugs in the workplace, or abuses alcohol on the job. As part of our commitment to safeguard the well-being of our employees and to provide a safe environment for everyone, TMWA has established a drug-free workplace policy.