Executive Assistant

Under general supervision, performs a variety of highly responsible and confidential administrative duties in support of the Chief Executive Officer (CEO) and Deputy Chief Executive Officer (DCEO). This classification is distinguished from other administrative support classifications by the technical nature of the assignment and level of support for CEO and DCEO levels.

Essential Duties and Responsibilities:

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional position-specific duties and/or duties that are outside the specific responsibilities that are listed.

Executive Assistant

• Conducts a variety of highly responsible and confidential duties in support of the Chief Executive Officer’s (CEO) and Deputy Chief Executive Officer’s (DCEO) projects and initiatives as well as the day-to-day operations of the Executive Administration Office and the Agency as a whole.
• Plans, coordinates, and maintains the CEO and DCEO’s schedules; schedules and organizes meetings, including meetings with members of the Boards and other elected officials, Agencies counsel, state and regional entities, and the public; prepares, collects, and distributes background information for meetings, agenda materials, and other relevant documentation; records and follows up on meeting action items; ensures the CEO and DCEO are well informed of upcoming commitments, responsibilities, and Director inquiries while initiating appropriate follow-up; monitors and stays apprised of business activities taking place within the Agency.
• Receives, reviews, sorts, distributes, and/or responds to correspondence; prepares and edits reports, presentations, correspondence, and other documentation; proofreads rough and final drafts of documentation for accurate formatting, spelling, grammar, and punctuation.
• Establishes, updates, and maintains filing systems for CEO and DCEO, including correspondence, reports, project materials, and other related documentation; prepares and provides daily activity files.
• Receives and screens phone calls directed to the CEO and DCEO; provides timely and accurate responses to callers; maintains and ensures telephone numbers, addresses and other related contact information is accurate and kept up to date for the CEO and DCEO.
• Researches questions and facilitates the resolution of issues and inquiries; prioritizes and follows-up on incoming issues addressed to the CEO and DCEO, including those of a confidential and/or sensitive nature; assesses and determines appropriate courses of action, referral, or response.
• Provides logical and organized information to the CEO, DCEO and Executive Team, and other staff; facilitates smooth communication between the CEO and DCEO, internal staff, and other parties; demonstrates credibility, trust, and support to the Executive Team and throughout the Agency.
• Organizes travel and other arrangements for the CEO and DCEO; prepares and provides trip information files in advance of travel; collects receipts and prepares travel expense reports following travel by the CEO and DCEO.
• Conducts, plans, and coordinates special assignments and projects in support of departmental operations including employee appreciation events; acquires and maintains knowledge regarding current and upcoming Agency projects.
• Oversees Office Assistant and front desk duties; coordinates with administrative team to ensure successful outcomes.
• Manages department budget.
• Performs other duties as assigned or required.

Minimum Qualifications:

Education and Experience:

A bachelor’s degree from an accredited college or university with a major in Business or Public Administration or a closely related field combined with a minimum of 5 years of progressively responsible experience providing administrative support at the executive level and/or providing support to a board, commission, council or other public body.

Required Licenses and/or Certifications:

Valid Class C California Driver’s License combined with a clean driving record.

Required Knowledge of:

• Office administration best practices and professional standards.
• Proper English usage (i.e., spelling, grammar and punctuation).
• Processes and procedures for planning and coordinating executive travel.
• Methods/techniques for successfully liaising with Board members, executives, and other parties.
• Microsoft Office (Word, Outlook, PowerPoint, Excel, SharePoint, One Note) at an intermediate to advanced level and use of modern office equipment.

Skills/Abilities in:

• Providing highly-skilled administrative support at the Executive C-Suite level.
• Effectively facilitating communication and interaction between the CEO and/or DCEO and other parties.
• Communicating effectively orally and in writing. Preparing accurate, professional and high-quality correspondence, clear and concise reports, and effective presentations with proper English usage, grammar, punctuation and spelling; ability to type/keyboard at an acceptable speed for successful job performance.
• Creating/maintaining well-organized records and filing systems that provide ease of access by CEO and/or DCEO.
• Establishing and maintaining cooperative working relationships. Facilitating best practices and fostering cohesive teamwork amongst the administrative team.
• Maintaining the highest level of discretion in relation to confidential and/or politically-sensitive information.
• Making decisions using sound judgment and employing a professional approach.
• Hiring, training, development and effective supervision of clerical-level staff.

Mental and Physical Demands:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Mental Demands:

While performing the duties of this class, the employee is regularly required to use written and oral communication skills; manage and meet tight deadlines that may occur simultaneously, rather than sequentially; read and interpret data, information, and documents; analyze and solve problems; perform highly detailed work on multiple, concurrent tasks; work effectively and maintain composure under stress and in a fast-paced office environment; and interact with elected officials, management, members of the public and others in the course of work.

Physical Demands:

While performing the duties of this class, the employee is regularly required to sit; talk or hear, in person and by telephone; use hands to finger, handle, feel, or operate standard office equipment; reaching, bending or twisting to perform desk work or operate general office equipment. The employee is regularly required to walk and stand and to lift and carry reports and records weighing up to 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus to see close up and at a distance.

Summary of Work Environment, Benefits and Compensation:

TCA offers a professional, friendly work environment, along with a “flex” 9/80 schedule with every other Friday off.

An excellent benefits package that includes:

• Medical, dental, and vision insurance
• Generous retirement pension plus up to 2% match to retirement savings account
• Competitive annual leave/paid time off package
• Life insurance, short and long term disability options
• Flex spending accounts for healthcare and/or dependent care
• Tuition reimbursement
• Paid holidays
• Training & Development opportunities

The starting pay range for this role is expected to be $94,000 annually.

How To Apply:

For consideration, please email your resume and cover letter detailing your experience and interest in this opportunity to recruit@thetollroads.com.

Recruitment for this position will close on Friday, August 25, 2023.