PWSA is seeking a highly organized and dependable self-starter to serve as the Special Assistant to the CEO. As a member of a high-functioning and impact-driven team, this role will provide key executive support to the CEO through special projects, board management, relationship management, and administrative support. The incumbent will partner with the CEO by managing their communications, calendar, workflow, board meetings/interactions, and assume responsibility for select projects.
RESPONSIBILITIES

• Manage special projects for the CEO, including tracking project progress, anticipating challenges and opportunities, and devising strategies to maintain momentum and ensure success.
• Strategically manage the CEO’s correspondence and calendar by triaging mail based on priority and scheduling all meetings, travel and events.
• Partner with members of the Executive and Senior Leadership teams to anticipate and strategize internal and external engagements.
• Organize internal and external meetings, including notifying attendees, reserving conference rooms, drafting and distributing agendas, assembling briefing documents, taking minutes and circulating minutes after the meetings.
• Produce memos for the CEO that delineate their immediate action-items and long-term projects, summarize all critical communications, and provide any updated snapshots of key organizational data.
• Manage, schedule, prepare, attend, and transcribe Board Meetings and educational sessions for Board of Directors; advertise meetings in accordance with Sunshine Act.
• Manage and update the CEO’s contact list, ensuring easy access and accuracy.
• Conduct research to explore project ideas and to facilitate decision-making regarding new and developing employee engagement initiatives; develop project plans, owners and contributors, and track/report progress.
• Track timecards/leave requests for Senior Leadership Team (SLT) and maintain a calendar of when SLT members are out of office.
• Oversee basic operations of the headquarters office space, working with relevant vendors, to ensure a high-functioning, welcoming environment.
• Train and supervise administrative support staff, including managing reception area.
• Provide administrative support for other executives as needed.
• Performs other related duties as assigned.

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, Public Policy, or related field
• Three years of related experience in C-Suite support; 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 support staff / 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.
Position: Special Assistant to the CEO
Division: Executive Office
Salary: $63,500-$76,200
Pay Grade Level: 5
FLSA: Exempt
Application Deadline: 6/4/2024