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Executive Assistant

Oceanside, CA | Full Time
Expired

Job Description

This position serves as the administrative liaison to the Executive Director and General Counsel, proactively managing diverse and advanced administrative projects, including project tracking, correspondence, and calendars and records management.  Under general direction s/he performs numerous advanced administrative tasks requiring the ability to prioritize and manage multiple projects simultaneously using tact and discretion.  

Distinguishing Characteristics 

This position is distinguished by the need to perform difficult and complex office work requiring independent judgment and discretion; to serve as a liaison between the Executive Director, General Counsel and their staff, the public, and representatives from governmental, industry, media, and other agencies; and to perform related work as required.  The individual in this role must demonstrate initiative and personal ownership in providing exceptional service and going “above and beyond” the minimum requirements. Must work well under pressure and respond positively and productively in an environment with rapidly changing deadlines and priorities.  

 

The individual in this position is designated as a Confidential Employee as s/he will be privy to highly confidential and sensitive information on internal District matters pertaining to the decision-making process on matters relating to potential and current litigation, labor relations and/or personnel and employment, and other items of general legal and/or liability concerns. This position is designated as “at-will” in accordance with the NCTD Employee Handbook.

 

Supervision Received and Exercised

This position reports to the Executive Director but has a “dotted-line” relationship with the General Counsel to provide support as assigned.  This position has no supervisory responsibility, although s/he will provide guidance to other staff as necessary to fulfill his/her duties in support of the Executive Director and General Counsel.  Further, this position is expected to participate in the sharing of expert knowledge and as a vital member of various project teams that may be instituted.


Working Conditions

Normal working conditions for this position are in both an office and field setting. Business travel may be required periodically between District sites, governmental agencies, consultants’ facilities, and other locations as required.  

Essential Functions

Duties may include, but are not limited to, the following:

  • Provides high-level administrative support to a wide variety of highly complex and confidential administrative functions and projects.
  • Initiates the drafting and finalization of written correspondence and reports.
  • Responds independently and with minimal direction to inquiries and correspondence from the public, elected officials, attorneys, public and private agencies, District staff, and the Board of Directors.
  • Maintains schedules and calendars; and coordinates travel arrangements, meetings and conferences.
  • Completes critical and time-sensitive documentation; and provides confidential assistance to the communication efforts of the Executive Director and/or General Counsel.
  • Researches, analyzes, and presents data for reports and other documents.
  • Screens calls and visitors; and responds to highly critical inquires by telephone, regular mail, and email.
  • Maintains files and documentation of Executive Director and General Counsel.
  • Interprets and explains District and organizational policies, rules, and regulations in response to inquiries from internal and external sources. 
  • Composes, proofreads, and edits reports, policies, procedures, legal documents, and operating manuals; as well as letters and other correspondence.
  • Takes meeting minutes and notes and prepares transcriptions and other records.
  • Organizes, and maintains a wide variety of electronic and paper files and other critical documents.
  • Provides follow-up and/or oversight to other senior managers and staff as needed to support project tracking as assigned by the Executive Director and/or General Counsel.
  • Provides lead direction to administrative projects as assigned.
  • Performs other related duties as assigned.

Education/Experience

  • Bachelor’s Degree in Business Administration, Public Administration or related field required.
  • Six (6) years of increasingly responsible administrative support, that involved frequent public contact; including at least three (3) years supporting an executive or department head.
  • Experience in the public sector a plus, but not required.

A combination of experience/skills and education to fulfill the requisite knowledge, skills and abilities for this position may be considered.

Certificates/Licenses

  • Possess and maintain a California driver’s license, Class C, and a satisfactory driving record for the last five years.
  • Maintain compliance with the District’s policies regarding Conflict of Interest and Ethics. 


General Requirements

  • Polished, diplomatic, and positive demeanor, with the ability to interact successfully with a wide range of individuals and build strong relationships.
  • Friendly, professional and customer-service oriented demeanor at all times. 
  • Exceptional relationship-building skills to deal effectively with individuals at all levels of responsibility and authority.
  • Is highly confidential and able to handle difficult situations with diplomacy and tact.
  • Ability to work effectively under pressure, multi-task, and organize workflow so as to deliver high-quality products within established deadlines.  
  • Exceptional written and oral communication skills, including knowledge of the structure and content of the English language such as the meaning and spelling of words, rules of composition and grammar. Superior writing and proof-reading skills.  
  • Meticulous attention to detail and outstanding follow through.
  • Is proactive and flexible, demonstrates initiative, and is accustomed to working in a fast-paced environment.
  • Ability to analyze situations, exercise sound judgment and use discretion to maintain confidentiality of sensitive information and materials.
  • Proficiency in computer software programs, particularly the Microsoft Office Suite, including Microsoft Word, Excel and PowerPoint.  Experience with Document Management Systems and Enterprise Resource Planning (ERP) systems, such as JDEdwards a plus.

Physical Requirements  

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job.   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

 

The employee must possess the ability to use the phone and computer for extended periods, manual dexterity to complete clerical functions and work with office equipment, and lift equipment up to 25 pounds on a daily basis.  The employee must be able to hear, see, and communicate verbally to exchange information.   The employee must be able to physically travel between District locations and other destinations, work in evenings when required, work in hazardous conditions, and negotiate a variety of different and irregular terrain as is typical along a railway right of way.  The employee may be subject to fumes, odors, dusts, gases, chemicals.  The employee must be able to walk, climb, balance, bend, carry, push, reach, sit, and stand.

 

Machines / Tools / Equipment

  • Ability to operate a personal computer and Microsoft Office Suite programs.
  • Ability to operate standard office equipment, including a fax and scanner machine, copy machine, and telephone. 
  • Ability to carry and operate a mobile on-call device.

Application Information:  All applicants must complete and submit an online application at www.gonctd.com/careers.   A job offer is contingent upon the successful completion of a pre-employment drug screen and background check.  Salary based upon experience, not to exceed midpoint of stated range.  NCTD is an Equal Opportunity Employer.

Company Overview

  • Website gonctd.com
  • Headquarters OCEANSIDE, CA
  • Size 100 - 200
  • Founded 1976
  • Type
  • CEO MATT TUCKER
  • Revenue $10M - $50M
  • Industry Transportation
  • About north county transit district

Skills for Executive Assistant

The job skills required for Executive Assistant include Administrative Support, Microsoft Office, Initiative, Confidentiality, Attention to Detail,and Responsibility etc. Having related job skills and expertise will give you an advantage when applying to be an Executive Assistant. That makes you unique and can impact how much salary you can get paid. Below are job openings related to skills required by Executive Assistant. Select any job title you are interested in and start to search job requirements.

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Career Path for Executive Assistant

The following is the career advancement route for Executive Assistant positions, which can be used as a reference in future career path planning. As an Executive Assistant, it can be promoted into senior positions as an Executive Assistant IV that are expected to handle more key tasks, people in this role will get a higher salary paid than an ordinary Executive Assistant. You can explore the career advancement for an Executive Assistant below and select your interested title to get hiring information.