EXECUTIVE ASSISTANT

Columbia Power & Water Systems (CPWS) is a public utility proudly serving the citizens of Columbia and Maury County Tennessee since 1939. CPWS is seeking a highly organized and detail-oriented professional to join our administrative support team as an Executive Assistant. This role is essential to the smooth operation of our organization, providing comprehensive administrative and executive support.
 
Primary duties & responsibilities:
We are seeking candidates with demonstrated experience performing a variety of complex executive support tasks, including data entry, drafting and sending correspondence, drafting reports, organizing files, scheduling appointments, and maintaining calendars. As a key liaison between CPWS and city, county, and other officials, as well as the public, the Executive Assistant must represent our organization professionally and effectively.

This role will handle highly confidential, complex administrative and technical projects, which may involve conducting research, summarizing reports, preparing comprehensive reports, and making strategic recommendations to leadership.

A significant portion of this role involves supporting the Board of Directors’ activities. This role is responsible for transcribing minutes, preparing agendas, assembling Board Books, providing informational reports, and composing memos as needed. Additionally, it will ensure compliance with all Sunshine Law and other similar legal requirements by posting information such as meeting announcements and legal notices in coordination with CPWS’ communications staff.

This position also manages public records requests, a critical function that requires one to process, research, and fulfill requests in accordance with state and federal transparency laws. The Executive Assistant will collaborate with various departments to locate information, redact exempt data, calculate associated fees, and securely release information while maintaining compliance with all applicable regulations.

The Executive Assistant will plan and schedule executive meetings as requested, providing comprehensive support including scheduling, set up, catering coordination, agenda preparation, note-taking, and other logistical needs. This role will also prepare and coordinate internal memos, meetings, and other communications from executive staff to employees, working closely with the CPWS’ communications team to ensure consistent messaging.

Physical Requirements:
 
This position requires the ability to sit for extended periods of up to 2 hours at a time, up to 8 hours per day, and to talk, see, hear, reach, handle, and feel. Must be proficient in using eyes, hands, and fingers to operate a computer keyboard quickly and accurately. Able to occasionally lift and/or move objects weighing up to 25 pounds.
 
Education, Experience, and Qualifications:

• A minimum of 5 years’ experience of advanced administrative support required.
• Must be highly proficient in Microsoft Office with ability to manipulate and ensure data accuracy in those programs.
• Experience using office equipment such as computer, fax, printer, copier, scanner, and other similar equipment required.
• Paralegal certificate or associate or bachelor’s degree in business, public administration, legal studies, or a similar field preferred.
• Experience in the public sector is preferred.