Career Opportunities: EXECUTIVE ASSISTANT TO CEO/PRESIDENT (3723)

Executive Assistant To The President & CEO

Huntsville Utilities offers a customer service driven environment, with access to industry-leading technology that supports our employee's work and resources to drive career advancement. Join Us at Huntsville Utilities, where our team is customer service-driven and uniquely focused on one goal: To provide high quality, low cost, safe and reliable electric, natural gas and water service to our customers.

Offer Range: $73,444. - $88,857

Exempt/Non-Exempt: Exempt

Benefits: Yes

Employment Type: Full Time

Department: CEO/President

Job Statement

The Executive Assistant (EA) to the President & CEO serves as a highly trusted professional responsible for supporting the effectiveness, efficiency, and priorities of the President & CEO and the Electric, Gas, and Waterworks Boards. This position performs executive level administrative, communication, and project coordination functions, while serving as a key liaison among executive leadership, employees, board members, elected officials, community stakeholders, business partners, and customers. The EA anticipates organizational needs, manages competing priorities, coordinates executive initiatives, and exercises exceptional judgement, discretion, professionalism, and confidentiality. This role is instrumental in helping the President & CEO remain focused on strategic priorities, by ensuring effective support, communication, stakeholder engagement, and operational excellence. The Executive Assistant exemplifies Huntsville Utilities' core values by Doing What's Right, Building Community, and Getting Better Every Day in all interactions and responsibilities.

Doing What's Right

• Demonstrates integrity, ethical judgement, and accountability.
• Maintains strict confidentiality and professionalism.
• Builds trust through transparency, reliability, and sound decision making.
• Exercises discretion when handling sensitive matters.

Building Community

• Develops strong partnerships and collaborative relationships.
• Creates positive experience for employees, customers, board members, and stakeholders.
• Promotes teamwork and organizational alignment.
• Demonstrates exceptional interpersonal and communication skills.

Getting Better Everyday

• Continuously seek opportunities to improve processes and outcomes.
• Embraces innovation, technology, and continuous learning.
• Anticipates challenges and proactively develops solutions.
• Demonstrates adaptability in a dynamic environment.

Essential Duties

Executive Office Management

• Serve as the primary point of contact for the President & CEO's office.
• Manage and optimize the President & CEO's calendar, priorities, meetings, travel, and commitments.
• Anticipate scheduling conflicts and proactively identify solutions.
• Coordinate executive meetings, retreats, strategic planning sessions, and special events.
• Ensure timely preparation and delivery of materials necessary for executive decision making.
• Facilitate effective communication between the President & CEO and internal and external stakeholders.

Board Governance Support

• Serves as the primary administrative liaison to the Board of Directors.
• Coordinate Board meeting logistics, agendas, materials, presentations, and follow-up actions.
• Prepare and distribute Board packets utilizing electronic governance tools and best practices.
• Record and maintain official board meeting minutes and governance records.
• Ensure compliance with applicable governance requirements, meeting notices, resolutions, and documentation standards.
• Coordinate board member onboarding, training, travel, and continuing education activities.

Additional Duties

Strategic Project Coordination

• Coordinate executive initiatives and cross-functional projects on behalf of the President & CEO.
• Monitor milestones, deliverables, deadlines, and action items.
• Conduct research, gather information, and prepare recommendations, reports, presentations, and briefing materials.
• Assist in tracking strategic plan initiatives and executive priorities.
• Support Organizational performance reporting and executive dashboards.

Executive Communications

• Draft, edit, and coordinate executive correspondence, speeches, presentations, reports, talking points, and organizational communications.
• Ensure communications reflect organizational priorities, professionalism, and Huntsville Utilities' values.
• Coordinate responses to inquiries from customers, community leaders, elected officials, regulators, and business partners.
• Maintain consistent executive messaging across internal and external communications.

Stakeholder & Community Relations

• Represent the Executive Office with professionalism, responsiveness, and sound judgement.
• Support community engagement activities, public meetings, and executive outreach initiatives.
• Build and maintain productive working relationships.

Administrative & Operational Excellence

• Manage confidential records, correspondence, and executive files.
• Coordinate travel arrangements, expense reporting, and procurement activities for the President & CEO and board members.
• Maintain executive office procedures and improve administrative processes.
• Leverage technology and digital tools to improve efficiency and effectiveness.
• Identify opportunities to streamline workflows and enhance customer service.

Job Requirements

Education/Training/Certifications: Associate degree in business administration, Public Administration, Communications, Organizational Leadership or related field. Bachelor's Degree preferred.

Experience: A minimum of seven (7) years' of progressively responsible executive support experience supporting senior executives, CEOs, Presidents, C-Suite leaders, Board of Directors, or elected officials. Experience coordinating board governance activities and executive communications preferred. Experience managing confidential and highly sensitive information required. Experience within utilities, government, public sector, regulated industries, or complex organization preferred.

Additional Requirements

Knowledge, Skills, and Abilities:

• Executive level calendar and priority management.
• Board governance and meeting administration.
• Strategic project coordination and follow- through.
• Exceptional business writing and communication skills.
• Executive presentation development.
• Strong organizational and critical thinking skills.
• Exceptional attention to detail and accuracy.
• Ability to maintain multiple priorities in a fast-paced environment.
• Strong political acumen and stakeholder management skills,
• Ability to exercise independent judgement and sound decision making.
• Advanced proficiency in Microsoft 365, Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and electronic Board management systems.

Skills Assessment:

• Candidates will be required to complete a practical skills assessment to demonstrate proficiency in Microsoft Office.

Success Factors for this Role:

• Be viewed as a trusted partner by the President & CEO.
• Anticipate needs before they arise.
• Enable efficiency and effectiveness.
• Strengthen board governance processes.
• Foster positive relationships throughout the organization and community.
• Drive continuous improvement in executive office operations.
• Demonstrate Huntsville Utilities' commitment to Doing What's Right, Building Community, and Getting Better Every Day.

Huntsville Utilities is an Equal Opportunity Employer and participates in the E-Verify program. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.

The duties and responsibilities outlined within this job description should not be construed as a complete and exhaustive list, as it is not the intention to limit in any way the scope or functions of this position. With the advisement from the Department Head, review/analysis by Compensation Analyst and in agreement from the VP EE, HRD, or his/her designee, these duties and responsibilities may be amended from time to time by addition, deletion or modification to reflect changing circumstances or shifts in organizational requirements.