The Bay Area Air Quality Management District (District) is a regional government agency, committed to achieving clean air to protect the public's health and the environment. The District accomplishes this goal through regulation of industrial facilities and various outreach and incentive programs designed to encourage clean air choices.
The District's jurisdiction encompasses all of seven counties - Alameda, Contra Costa, Marin, San Francisco, San Mateo, Santa Clara and Napa, and portions of two others - southwestern Solano and southern Sonoma.
The District is conducting an open recruitment for Executive Assistant I/II in the Executive Office. There is one (1) vacancy. This is a full-time, confidential position.
ABOUT THE POSITION
The Executive Assistant in the Executive Office will be reporting to the Executive Operations Manager. This position will support the office by performing administrative work to facilitate Board and Committee meeting agenda packets, attend in-person meetings, provide administrative support to the Executive Office, while providing day to day support to the Deputy Executive Officer of Engineering and Compliance. Duties may include scheduling, travel arrangements, logistical preparation for upcoming meetings (i.e., internal, and external). Incumbent may perform other specialized work as assigned and is expected to use sound judgment and maintain confidentiality.
DEFINITION
Under direction, provides varied, complex and often confidential secretarial and office administrative assistance to the Executive Officer/Air Pollution Control Officer or Deputy Air Pollution Control Officer; requires use of discretion, initiative and independent judgment; performs related work as assigned.

DISTINGUISHING CHARACTERISTICS
Executive Assistant I is the entry level class in this series. It is designed to allow an experienced assistant to learn the procedures and processes particular to the Air District's Executive Office and this confidential secretarial class. This class is alternately staffed with the Executive Assistant II level and incumbents may progress to the higher level after gaining experience and demonstrating proficiency sufficient to meet the qualifications of the higher level.

Executive Assistant II is the journey level class in this series, fully competent to independently perform the full scope and diversity of responsibilities. Responsibilities include regular contact with governmental officials, the Air District Board of Directors, Hearing Board and Advisory Council, representatives of business or community organizations, the public, and all levels of Air District personnel to exchange information and explain administrative policies and procedures.

EXAMPLES OF DUTIES (Illustrative Only)
Initiates correspondence independently for signature by appropriate management staff; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
Organizes meetings by notifying participants, making room arrangements, preparing agendas and required informational materials; may attend such meetings, hearings, etc., and prepare minutes.

Relieves executive staff of certain administrative matters by following up on projects, transmitting information, and keeping informed of pertinent activities.

Makes appointments and maintains a calendar; schedules and arranges for meetings and makes travel arrangements; sorts mail and obtains related backup materials.
Coordinates and assembles information from the Air District's management and executive staff, the public and other stakeholders for Board of Director's meetings; prepares and distributes the materials.
Proofreads and uploads materials to the Air District's website.

Organizes own work; sets priorities and meets critical deadlines; ensures that such deadlines are met by other staff.
Receives and screens visitors and telephone calls, providing information and resolving complaints which regularly require the use of judgment and the interpretation and application of policies and procedures.
Researches, compiles and summarizes a variety of informational or statistical data and materials.

Transcribes minutes and types draft reports and a wide variety of finished documents from notes, brief instructions, or printed materials; inputs or retrieves data and prepares reports using a personal computer system; compiles and processes confidential materials.

Organizes and maintains various administrative, reference, and follow-up files; purges files as requested.

Creates Power Point presentations and related materials for management presentations.

Tracks Board of Directors' expenses and processes related payments.

May supervise, train, review and evaluate work of office support staff.