Exec Admin and Community Engagement Specialist

Please submit resume and cover letter with salary requirement

Job Description

 Purpose/Customer Impact: To provide clerical, administrative, and project support to the executive office staff and trustees, and to serve as the assistant clerk of the Portland Water District (PWD). Collaborates with the Communications and Public Relations Director to manage community outreach programs and support communications campaigns to enhance public engagement and reinforce the organization’s brand image. Maintains strict confidentiality regarding sensitive information related to the executive office and Board of Trustees (BOT).

Reporting Relationships:  Reports to: Corporation Counsel and the Communications PR Director  Direct Reports: None

Interrelationships: Frequent contact with trustees, customers, senior management team, employees and the public.
Independent Action: Establish personal work plan and priorities pending supervisors’ approval.

Job Duties:

ASSISTANT CLERK

• Set up and attend all trustee regular meetings and special meetings and record minutes, as directed by the Clerk.
• As the Assistant Clerk of PWD,  perform the Clerk’s duties when the Clerk is not available.
• With direction from the General Manager and Clerk, create trustee meeting agendas.
• Coordinate, compile and distribute meeting and table packets to trustees and appropriate staff members.
• Facilitate public notification of corporate activities and when necessary, coordinate legal advertisements.
• Coordinate trustee compensation.
• Coordinate trustee attendance at PWD and Industry events, which may include travel arrangements.
• Actively communicate trustee activities and actions to employees and other interested parties through creative mechanisms including an electronic orders and resolution index, meeting summary e-mails, intranet, newsletter articles, community television, etc.

 LEGAL SUPPORT

• Provide administrative assistance to the Corporation Counsel in the handling of the PWD’s legal matters, including but not limited to preparation and filing of legislative testimony, responding to FOAA requests and litigation matters.
• Coordinate trustee elections with municipal clerks.
• Assist in investigating and processing third party claims against the PWD in conjunction with the Corporation Counsel.
• Provide clerical and research support to projects as assigned.
• File documents with Public Utilities Commission.

COMMUNICATIONS AND COMMUNITY OUTREACH

• Administer PWD’s community outreach initiatives including the scholarship, water bottle filling fountain grants, tours, donations, portable water fountain rentals, and special events including National Drinking Water Week and Clean Water Week activities.
• Develop, write, and edit content for various communication channels, including newsletters, social media, website, and marketing materials.
• Support communications and outreach campaigns to enhance public awareness and strengthen the organization’s brand which includes:
• Conduct research and gather feedback and background information to inform communication activities.
• Coordinate events or other communication-related activities.
• Create and capture written and visual content, such as graphics, photography, and video to supplement communication efforts.
• Help ensure consistent messaging and brand alignment across all platforms and activities.
• Work with outside vendors as needed to support communications activities.
• Create content and update the website regularly.
• Support internal communications efforts as requested.

ADMINISTRATIVE SUPPORT

• Work on special projects assigned by senior management team members as needed.
• Write, edit, format, review, and proofread various content and documents for accuracy, consistency, and readability.
• Arrange travel logistics for executives, including booking flights, accommodations, and ground transportation.
• Order necessary office supplies as needed

Physical Requirements: Sitting, standing, reaching, bending, twisting, extended keyboard usage, visual accuracy, clear verbal and written communication, telephone usage, lifting (maximum 25 lbs.)

Minimum Requirements: An individual must be able to perform Essential Job Duties with or without reasonable accommodations.

• Two (2) year degree in Business Administration/Office Administration, marketing, communications, or a related field. Equivalent work experience is an acceptable substitution for education.
• Five (5) years or more experience with high-level administrative coordination.
• Excellent written and verbal communication skills with strong writing, editing, and proofreading capabilities.
• Ability to pay close attention to details.
• Strong organizational and project management skills, with the ability to work independently and meet deadlines.
• Proficient in Microsoft Office (including Word, Excel, Access, Outlook, PowerPoint), design tools such as Adobe Creative Suite, web content management systems such as WordPress, and email marketing platforms.
• Experience with event coordination and community outreach programs.
• Background in marketing, public relations, or communications is desirable.
• Must handle confidential information professionally.
• Knowledge of various social media platforms, including LinkedIn, X, and Facebook.
• Knowledge of public notification and right-to-know laws.
• Possess research skills, with methods of collecting data and information.
• Ability to prioritize, coordinate, and complete multiple tasks.
• Consistently demonstrate a significant level of the following competencies: customer service, communication, initiative, and teamwork.
• Ability to type fifty to sixty words per minute.
• Possess and maintain a valid State of Maine Driver’s license with a satisfactory driving record.