Executive Administrative Assistant to the Executive Director

ABOUT THE ROLE
The Executive Administrative Assistant to the Executive Director is expected to perform the full range of more complex office and administrative support duties, including organization and coordination of the work load for the Executive Director (ED); maintenance for the Executive Director and the Chief Deputy Executive Director's calendars; administration of key contact information and complex appointment and travel scheduling. The individual in this position will perform sensitive and confidential secretarial, analytical, and administrative support functions. This position also requires high-level complex writing skills.

The incumbent will be required to author, revise and edit documents that must withstand vigorous scrutiny, be of the highest professional capacity, and work directly with the Executive Director and one (1) Chief Deputy Executive Director to create presentations and memos, as well as meeting briefers (short descriptions of meeting content). This position interacts with agency commissioners and board members, government officials, business and community leaders, and with all agency staff.  The successful candidate must have the ability to communicate with tact, use discretion, and maintain confidentiality which is critical to this position; and have a true desire to be part of a busy executive administrative team, serving the agency's leadership and coordinating with the agency's clerk functions.

Business Support Tasks and Duties 

• Writing memo briefers for meetings and agenda items
• Assistance with correspondence including scanning, filing, and providing brief summary of content
• Creating and revising PowerPoint presentations depending on audience and subject matter for ED speaking engagements 
• Taking full ownership of creating efficiencies for the ED (i.e. Daily Binders, Schedule of Events, etc.)
• Coordinating email and snail mail with the Executive Director and the Executive Team to identify priorities
• Working with the Executive Director and the Executive Team to track all speaking engagement requests
• Interacting with government officials, commissioners, representatives from business and community organizations, the public, and all levels of personnel
• Maintaining and updating Executive Director's contact lists and databases
• Materials tracking, routing, and filing
• Screening calls and visitors, and referring inquiries as appropriate Membership/Sponsorship tracking
• Handling all travel details and training events for the Executive Director and Chief Deputy Executive Director
• Coordinating work with agency leaders, supervisors, and staff
• Monitoring expenditures and purchasing activities; preparing purchase orders; receiving, recording and tracking invoices
• Supporting and providing backup for executive office administrative colleagues
• Responding to complaints and requests for information
• Understanding and following Agency policies, rules and regulations and, when appropriate, seeking clarification on policies and procedures
• Composing and/or processing a variety of letters, reports, forms, and other documents
• Assisting with and/or administering special projects
• Coordinating specific projects, including fostering cooperative working relationships with civic groups, inter-governmental agencies and agency staff

Scheduling, Meeting and Travel Support Tasks and Duties

• Manage complex calendars for MTC Executive Director; assist with the Deputy Executive Directors' calendaring
• Meeting preparation and support 
• Arranging and coordinating teleconference meetings and uploading materials to calendars
• Scheduling local transportation within Bay Area for the Executive Director
• Collaborating with Commission Secretary, Clerks, Section Administrators, and Legal Assistant overseeing the coordination of ED activities that interact with all levels of the agency
• Making travel arrangements and conference reservations 
• Assisting with logistics for meetings, conferences, and civic functions

MTC Commission and ABAG Board Duties 

• Maintaining the contact list for the MTC Commissioners and ABAG Board members (and their support staff)
• Handling all travel details and training events for the MTC Commissioners and ABAG Board members
• Providing administrative support to the Commission Secretary and the ABAG Board Secretary, as needed
• Attending Commission and committee meetings if necessary
• Processing reimbursement paperwork 
• Work with the Clerks to identify and track special needs of the Commissioners and Board members (e.g. dietary needs, personal requests for additional information on agenda items, etc.)
• Maintain open communication with Commission and Board support staff and be anticipatory regarding the needs of our governing bodies
• Address and elevate any complaints made by the Commissioners and Board members
• Be flexible and take ownership of any issues that arise with the governing bodies until they are resolved

The Executive Administrative Assistant to the Executive Director will perform other job-related duties as assigned.

KNOWLEDGE, SKILLS, & ABILITIES

Knowledge of:

• Administrative protocol of an executive office
• Complex scheduling and meeting coordination
• Computer applications, including word processing, spreadsheets, data entry, database administration, and standard report generation
• Office and administrative policies and procedures, including meeting protocol and a familiarity with the Brown Act
• Business math and procedures affecting budgeting, purchasing, expense monitoring, and time reporting
• Business letter writing, including the standard format for typed materials, and presentation preparation
• Data analysis and interpretation 
• Applicable federal, state and local laws and codes
• Methods and techniques for record keeping and filing 
• Proper English, spelling, and grammar

Skill to:

• Operate office equipment and use programs, including computers, mobile devices, meeting room presentation equipment, and phone systems
• Knowledge of shared file keeping and collaboration systems, shared calendaring programs
• Manage MS Outlook calendars for the Executive Director and other staff in the Executive Office
• Expertise with a variety of software applications including Microsoft Word, Excel, PowerPoint, SharePoint, as well as database and document management software systems, and communication tools such as email and texting

Ability to:

• Communicate clearly and concisely, both orally and in writing
• Establish and maintain effective working relationships
• Represent the Executive Management in fulfilling assignments
• Communicate with poise and tact, and maintain strict confidentiality
• Interact with a team approach and willingness to execute duties as an active team participant
• Organize tasks and responsibilities, work independently, and be a self-starter
• Meet critical deadlines 
• Keep accurate records
• Use applicable office terminology, forms, documents, and procedures in the course of work
• Work with executives, MTC Commissioners and ABAG governing board members, and staff at all levels
• Read, interpret, and record data accurately
• Perform mathematical calculations quickly and accurately
• Read, understand, and review documents for accuracy and relevant information
• Learn more complex principles, practices, techniques, and regulations pertaining to assigned duties
• Analyze situations and identify an effective course of action or response to solve inquiries, problems, or complaints

MINIMUM QUALIFICATIONS
An appropriate combination of education and experience that has provided the required knowledge, skills and abilities is qualifying. A typical way of obtaining the required qualifications is:

Education: High School degree or GED.  Applicants with a degree issued from an institution outside the United States must have their transcripts evaluated by an academic accrediting service and provide proof of equivalency along with their application.   

Experience: Two years of experience equivalent to that of an Executive Assistant II in MTC, or eight years of progressively responsible secretarial or office administrative experience, including three years of experience serving as an executive assistant, preferably in a government agency. Experience working with elected officials is a plus.

License/Certificate: Possession of a valid California Class C driver's license and a safe driving record, or the ability to provide alternate transportation which is approved by the appointing authority.EMPLOYMENT REQUIREMENTS
Successful completion of a background check, professional references and the Employment Eligibility Verification Form I-9.  

DISABILITY
The Human Resources Department will make reasonable efforts in the recruitment or skills assessment process to accommodate applicants with disabilities. If selected for an interview or testing, and you require accommodation, please notify the Human Resources Department when confirming your interview or test.

APPLICATION ASSISTANCE

Salary : $105,092 - $133,282