About the Department

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.

Position Duties

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.

Behavioral Competencies

All Agency employees are expected to demonstrate the following behaviors.

Communication	Listens actively and asks clarifying questions. Communicates clearly, concisely and respectfully to coworkers and customers. Manages emotions constructively in routine and stressful situations.
Accountability	Follows through on commitments and updates others when plans change. Adheres to policies, safety standards, and procedures. Owns mistakes and takes corrective action.
Collaboration	Shares information and resources proactively. Recognizes and values others' expertise and responsibilities; seeks input when needed. Offers and requests help during high-demand or cross-team tasks.
Continuous Improvement	Adapts to new processes, technologies, and priorities. Identifies, suggests and helps implement improvement opportunities.

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.

Minimum Qualifications

Typical working conditions and physical demands required to perform the essential functions of the job:

Work in an office setting, primarily sitting, occasionally standing and walking
Operate standard office equipment, including computer, keyboard, mouse, monitor
Occasionally lift materials up to 25 pounds
Occasionally travel between Agency office locations

Other Qualifications

This position requires 5 days per week in the Mojave Water Agency Office located at 13846 Conference Center Drive, Apple Valley, CA.

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.

Supplemental Questions

The information provided in your application must support your responses to the supplemental questions. Your responses may be reviewed and verified. By completing this questionnaire, you certify that the information provided is accurate and complete. Misstatements, omissions, or falsification may result in disqualification from the recruitment process or dismissal if hired.

Yes, I understand and agree
No, I do not agree

Which statement below best describes the highest level of education you have completed?

Less than high school or GED
High school graduate, diploma or the equivalent (GED)
Associate degree
Bachelor's degree
Master's degree
Professional degree (e.g. JD, MD)
Doctorate degree

How many years of progressively responsible administrative experience do you have?

Less than 5 years
5 to less than 7 years
7 to less than 10 years
10 or more years

How much of your administrative experience includes supporting executive leadership (e.g., CEO, General Manager, City Manager, Director, Superintendent, or equivalent)?

No experience supporting executive leadership
Less than 1 year
1 to less than 3 years
3 to less than 5 years experience
5 or more years

Which of the following best describes your experience supporting a governing board or commission (e.g., City Council, Board of Supervisors, Board of Directors, or similar body)?

No experience supporting a governing board or commission
Assisted with preparation of materials or logistics for board/commission meetings
Responsible for coordinating board/commission meeting materials and logistics (e.g., agendas, packets, minutes, scheduling)
Primary responsibility for managing the end-to-end board/commission meeting process (e.g., agenda development, packet assembly, meeting coordination, minutes, compliance requirements)

Functional Competency - Communication & Stakeholder Management:
This role sits between the General Manager, Board members, staff, and external stakeholders, and must manage sensitive communications with discretion and judgment. Describe a time you supported a senior executive or leadership team by managing communications with multiple stakeholders (such as staff, leadership, external partners, or board members). What was your role, and how did you ensure information was communicated clearly and appropriately?

Functional Competency - Meeting & Event Coordination (Board Support):
Board meeting coordination, agendas, minutes, and action tracking are central duties of the role. Describe your experience coordinating high-level meetings such as executive leadership meetings, board meetings, or similar events. What steps did you take to prepare materials, coordinate logistics, and ensure the meeting ran smoothly?

Behavioral Competency - Accountability:
Executive assistants must be extremely reliable, detail-oriented, and follow through on commitments, especially when managing board materials, deadlines, and executive priorities. Executive support roles require careful attention to deadlines and accuracy. Describe a time when you were responsible for completing a task or project with significant consequences if errors occurred. How did you ensure the work was completed accurately and on time?

Behavioral Competency - Collaboration:
This role works across executive leadership, departments, and Board members, making collaboration essential. Describe a situation where you needed to coordinate with several people or departments to complete a task or project. How did you ensure everyone had the information they needed and the work stayed on track?

Required Question

Agency Information

Employer: Mojave Water Agency (CA)
Address: 13846 Conference Center Drive

Apple Valley, California, 92307
Website: https://www.mojavewater.org