Executive Assistant to the CEO at Metrolink
California, CA 90017
About the Job
The Southern California Regional Rail Authority (SCRRA), operator of the METROLINK Commuter Rail System, is seeking an Executive Assistant for a limited term who will provide complex secretarial and administrative services to the Chief Executive Officer. This position uses discretion and independent judgment to ensure the effective management of the Agency’s records. This position is responsible for handling a wide range of matters, including management of the CEO’s budget.
WHAT TO EXPECT NEXT: Applications will be reviewed and those most qualified will be forwarded to the hiring authority for consideration. The first review of applications begins January 2, 2025.
Interested applicants are encouraged to apply immediately.
DISTINGUISHING CHARACTERISTICS
This job description is not part of a job series.
SUPERVISION EXERCISED AND RECEIVED
Receives general oversight from the CEO.
This position has no formal supervisory responsibilities.
The duties listed below are intended to describe the general nature and level of work being
performed and are not to be interpreted as an exhaustive list of responsibilities.
- Provide general office support for the CEO, including receiving and sending mail, screening phone calls, delivering messages, coordinating meetings and events.
- Manage the CEO's calendar, including setting up meetings per the CEO's request, per agency staff requests, and with external stakeholders; perform screening of office visitors and telephone callers.
- Directly handle, delegate, or assist with projects and matters of importance to the CEO, overseeing status tracking and completion of all initiatives initiated by the CEO or the Executive Office.
- Oversee and coordinate incoming information to the Executive Office, including the CEO's correspondence, both verbal and written.
- Respond to requests from internal and external sources; provide information on regulations, policies and procedures, and other public agency requirements.
- Ensure communications from the Executive Office are well-coordinated and timely.
- Ensure the CEO is fully prepared for meetings, presentations, and events by anticipating the CEO's needs for information/materials and speaking engagements.
- Provide personal leadership that encourages employee productivity and responsiveness to the needs of the CEO.
- Conduct follow-up on action items, monitor progression and completion of those items, and keep the CEO informed of progress or completion.
- Manage office support functions; direct the work activities of assigned administrative support functions of the Executive Office.
- Manage the CEO's budget, including expense reimbursements, invoices from outside consultants, and others who may have contracts working on behalf of the Office of the CEO.
- Build relationships with key stakeholders, including but not limited to elected officials, representatives, SCRRA staff, and external customers.
- Administer the SCRRA recordkeeping and retention schedule for the Office of the CEO.
- Work with designated administrative assistants to process necessary paperwork and/or documentation (i.e. preparing check requests, entering requisitions, logistics for meetings, etc.)
- Support and closely coordinate with Board Secretary, Chief, and Executive departmental administrative staff, as needed.
- May direct and check the work of other administrative staff.
- Establish and maintain the departmental filing system.
- Coordinate Form 700 distribution and completion.
- Perform other related duties as assigned.
Education and Experience
- Associate's degree in Business Administration or relevant field;
- A minimum of four (4) years of work experience in a secretarial or administrative office role.
- A minimum of two (2) years supporting senior-level executives, department heads and supporting a Board of Directors or Executive Committee work at the staff level.
- A combination of training, education, and experience that provides the required knowledge, skills, and abilities may be considered when determining minimum qualifications. Advanced relevant coursework may also substitute for a portion of required experience.
Knowledge, Skills, and Abilities
Knowledge of:
- General office practices and procedures.
- Laws, rules, and procedures pertaining to notices, minutes, records, reports, agendas, materials, and correspondence for a public agency.
- Tracking budgets and expenditures.
Skilled In:
- Advanced proficiency in Microsoft Office.
- Planning and organization with the ability to meet deadlines.
- Effective communication skills verbally and in writing.
Ability to:
- Develop, write and edit reports, policies, and correspondence.
- Analyze situations, identify problems, and recommend solutions.
- Handle common inquiries or complaints and other sensitive or highly confidential concerns.
- Collect, organize, and interpret data and prepare accurate records.
- Adapt to changes in work situations and priorities.
- Have a keen seen sense and understanding of sensitive matters, confidential documents, and conversations, with the ability to employ strict discretion in sensitive situations.
- Address the needs of internal and external customers accurately and promptly, treating customers with fairness and respect.
PHYSICAL REQUIREMENTS
- Transition between a stationary position at a desk or work location and move about Metrolink facilities or other work site locations.
- Operate tools, such as computers, office equipment, and work-related machinery, to perform the position's duties.
- Transport equipment or boxes up to 25 lbs.
- Exchange ideas by means of communication.
- Visual acuity to detect, identify, and observe employees or train movement and any barriers to movement when working on or near railroad tracks.
- Hear and perceive the nature of sounds when working on or near railroad tracks.
- Balance, ascend/descend, climb, kneel, stoop, bend, crouch, or crawl within assigned working conditions and or locations.
Working Conditions
Work inside an office building with artificial lighting and controlled environment.
SELECTION PROCESS
Following a review of resumes and/or applications, the most highly qualified candidates will be invited to continue in the selection process. Eligible applicants will be notified of the exact time and place of assessments and interviews. Candidates will be interviewed to determine their relative knowledge, skills, and abilities in job-related areas. Offers of employment may be contingent upon the successful completion of a reference check, including degree verification and criminal records check provided through SCRRA.
Internal Candidates: Employees with active discipline as defined in the HR Policy No. 5.3 Positive Discipline Program and/or with performance that does not meet the standard for "meets expectations" as defined in the Performance Planning and Appraisal Process may be precluded from consideration and placement in the position.
In compliance with the Americans with Disabilities Act, the SCRRA will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
The SCRRA is an Equal Opportunity Employer. EEO/ADA.
Salary
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