Executive Assistant II

Description

About SANDAG

The San Diego region is entering a new era of innovation, driven by exciting advances in technology, biotechnology, renewable energy, cybersecurity, and automation that will change the way people live. Our region’s future prosperity depends on mobility – the ability of people in all communities to connect quickly and easily to centers of innovation and opportunity. As a hub for innovation, the San Diego region will continue to attract innovators and investors. The region is a point of convergence for personal mobility, affordability, and widely shared opportunities for advancement that support a high quality of life for more than three million residents.

SANDAG provides local governments in the San Diego region with a forum to plan and execute projects that promote economic growth, sustainable communities, personal mobility, and equity for the region’s residents. We build consensus; make strategic plans; obtain and allocate resources; plan, engineer, and build public transportation projects; analyze and disseminate data; and publish information on a broad range of topics related to the region’s quality of life.

SANDAG is responsible for responding to most state and federal mandates that apply to the region, and to many locally generated mandates that are handled regionally. SANDAG is a leader in integrating Big Data into its decision-making, by providing member agencies, partner agencies, and members of the public with the data and analysis they need to improve their communities and the quality of life for all residents of the region. For example, real-time transportation data can be used to reduce peak hour traffic congestion, and limit delays during traffic incidents. Data pertaining to major corridors of travel and high-use areas can be used to help decision-makers maximize investments in infrastructure –promoting more efficient travel connections, improved economic growth, and a higher quality of life for a broader segment of the overall population.

Role

The Executive Assistant will perform a range of highly skilled and specialized administrative tasks for the Chief Executive Officer, Chief Financial Officer, General Counsel, other Senior Leadership Team members, Board Members, and coordinate regularly with employees, local/state/federal agencies and officials, member agencies, community leaders, and members of the public regarding SANDAG services, programs, policies, and priorities.

This opportunity is ideal for an experienced administrative professional with exceptional expertise in providing complex and personalized support to senior-level executives. The Executive Assistant will play a pivotal role in being a gatekeeper of communication, prioritization, and flow of information to facilitate executive focus on strategic initiatives. The ideal candidate will demonstrate keen judgment, proactive initiative and assertive influence over executive staff’s schedules and priorities in order to maintain a seamless workflow. This candidate must be comfortable with a fast-paced, very dynamic, and multi-faceted environment. We foresee substantial professional growth opportunities arising from the diverse range of duties and responsibilities outlined below, augmented by mentoring and collaborative engagement with the Senior Leadership Team.

Job Responsibilities

• Provide complex administrative support to the Senior Leadership Team, including the Chief Executive Officer (CEO), Chief Financial Officer, and General Counsel.
• Coordinate a high volume of in-person and virtual meetings, phone calls, and related activities with elected officials, public agency executives, and business and community leaders; manage complex and frequently changing executive calendars.
• Provide scheduling support as needed outside of regular business hours to address calendar changes, time-sensitive issues, and adjustments related to executive commitments.
• Coordinate and/or verify arrangements for Executive attendance at meetings, conferences, hearings, media briefings, and community events (including location, audio-visual needs, and hospitality); assist Executives in preparing for meetings, presentations, and events by gathering and providing materials in advance (i.e. reports, briefings, and background information).
• Serve as a liaison between Executives and internal departments, as well as external agencies, jurisdictions, and organizations at the local, state, and federal level.
• Coordinate travel arrangements for Executives and, at times, Board Members traveling on SANDAG business, including flights, lodging, and related logistics.
• Provide review and oversight of business travel for all employees, including interpreting and applying agency policies and procedures when booking travel and processing reimbursement claims.
• Prepare and submit reimbursement claims for business expenses incurred by Senior Executives; prepare summary reports as requested by management.
• Provide tactful "gatekeeper" and "gateway" support for Executives, coordinating communications, and ensuring priorities and schedules are maintained.
• Communicate regularly with Executives regarding scheduled activities, commitments, and shifting priorities; maintain situational awareness and assist with calendar adjustments as needed.
• Respond to a wide range of inquiries related to policies, procedures, and programs while maintaining a high level of customer service; exercise discretion, tact, and diplomacy when handling sensitive or complex situations.
• Prepare correspondence, memos, and notices as requested.
• Review materials for executive signature to ensure all required information, documentation, and approvals are included.
• Provide back-up support for other Executive Assistants and the Receptionist; assist as needed with a variety of administrative activities that support the agency operations.

Typical Qualifications

• The minimum qualifications include a high school diploma or equivalent supplemented by specialized administrative training or college-level business courses, and five or more years of increasingly responsible experience providing administrative support to C-level Executives or multiple Senior Executives.
• Demonstrated experience providing complex administrative support services for multiple senior leaders in a fast-paced environment; experience working with elected officials, municipal government, city/county departments, and similar public sector organizations is desirable.
• Experience coordinating a high volume of meetings and appointments involving multiple participants and managing complex executive calendars; demonstrated ability to understand competing priorities and negotiate scheduling requests.
• Demonstrated ability to prepare and format a wide variety of documents ranging, including correspondence, agendas, speaking points, reports, and briefing materials; demonstrated ability to type or take accurate notes at a speed necessary for successful job performance.
• Advanced proficiency with the Microsoft Office Suite (particularly Outlook, Word, and Excel), including calendar management, meeting coordination, and communication management; advanced skills in AdobeSign and PDF packet creation, including assembling, organizing, and routing complex approval documents preferred.
• Experience coordinating complex employee business travel arrangements and preparing reimbursement claims or expense reports in accordance with established policies and procedures.
• Demonstrated ability to handle highly sensitive information with discretion and maintain strict confidentiality.
• Experience maintaining files and records (both electronic and hard copy), preparing invoices or documentation for payment, and researching, organizing, and summarizing information to support administrative and executive functions.
• Demonstrated ability to establish and maintain effective working relationships with individuals contacted during the course of work, including elected officials, partner organizations, consultants, vendors, members of the public, and SANDAG staff.
• Excellent customer service skills and strong verbal and written communication skills for responding to inquiries in person, by phone, and electronically.
• Demonstrated ability to work effectively under pressure and manage frequent interruptions while maintaining accuracy and professionalism. .
• Strong organizational and time management skills, with the ability to prioritize multiple tasks in a fast-paced environment, exercise sound judgment, and work both independently and collaboratively.
• The successful candidate must pass a pre-position criminal background and credit check; periodic background and credit checks will be required as a condition of ongoing employment in this position.

The successful candidate must pass a pre-employment criminal background and credit check; periodic background and credit checks will be required as a condition of ongoing employment in this position.

This recruitment is open for a two-week period or until a sufficient number of applications are received and may close at any time without prior notice. Applicants are encouraged to submit their applications as soon as possible.

This employer does not participate in the federal E-Verify program. Employment is contingent upon the employee’s ability to provide documentation verifying identity and authorization to work in the United States.