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Executive Assistant (San Carlos, CA)
Ref No.: 17-00675
Location: San Carlos, California
Start Date: 03/20/2017
Hours: 8 am – 5 pm, M – F
Assignment Length: up to 960 hours
Interview Required: Yes
Excel Score Required: Yes


General: This position is the highest level in the administrative support series. With limited supervision, the Executive Assistant will provide the full range of administrative support services, performing complex and confidential support services at the executive level. The Executive Assistant deals professionally and tactfully with Board Members, the public, business associates, transportation professionals, and others at the division/executive levels on a regular basis.

Examples of Essential Functions:
  • Maintain calendar for the Chief Officer, Planning, Grants and Transportation Authority. Keep the Chief Officer apprised of scheduled meetings, appointments and events. Receive and screen telephone calls and requests, greets visitors and makes appointments, travel and meeting arrangements. Take and distribute messages. Coordinate activities and/or response by others in the Division or with other departments where appropriate.
  • Provide administrative support for the other staff in the Office of Planning, Grants and Transportation Authority, including the Planning Director, department managers, and other professional staff. Administrative support would include calendar management, department mail, copying, filing, record updates and similar functions.
  • Provide assistance and support in the development and monitoring of the Office of Planning, Grants and Transportation Authority budgets. Provides support in contract administration of the Department's on-call contracts, including but not limited to the processing of work directives, invoices, and contract close-outs.
  • Establish and maintain cooperative, professional and effective working relationships with internal and external customers.
    Examples of Duties:
  • Compile agendas and attend staff meetings, prepare and distribute minutes, provide assistance in any required follow-ups.
  • Sort and distribute the Department's mail. Establish and maintain Chief Officer's files.
  • Collect and review Department's timesheets for submittal to Payroll.
  • Maintain appropriate level of office supplies. Order, store, and issue office supplies.
  • Perform other duties as assigned.
    Supervision: Works under the general supervision of the Chief Officer, Planning, Grants and Transportation Authority, who establishes goals and objectives, monitors and evaluates performance.
Minimum Qualifications:
  • Five years full-time experience providing administrative support in a professional office environment OR
  • Two full years of executive-level administrative support performing duties and responsibilities similar to those listed above or a combination of education and experience demonstrating the ability to successfully perform the essential functions of this position.
  • Must have excellent writing and communication skills.
  • Must be proficient in Microsoft Office products such as Outlook, Word, Excel, and PowerPoint.