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SENIOR EXECUTIVE ASSISTANT
Description
WE ARE HIRING: SENIOR EXECUTIVE ASSISTANT
Are you a detail-oriented, highly organized professional with a passion for public service and supporting high-level leadership?
The San Bernardino Superior Court is seeking an exceptional SENIOR EXECUTIVE ASSISTANT to provide critical, confidential, and executive-level support to the Presiding Judge and the Court Executive Officer.
In this fast-paced and highly visible role, you will manage complex scheduling demands, coordinate executive communications, and handle sensitive and confidential matters with professionalism and discretion. Your work will ensure the seamless flow of information and activities across Court leadership, making you an essential partner in the administration of justice. Candidates who are proactive, poised, and skilled at navigating competing priorities will thrive in this pivotal position.
Key Responsibilities
- Manage complex and dynamic schedules for the Presiding Judge and Court Executive Officer, ensuring priorities and deadlines are met.
- Serve as the primary liaison for internal and external communications, representing executive leadership with professionalism and accuracy.
- Handle confidential, sensitive, and judicial-related information with the highest level of discretion and sound judgment.
- Prepare high-quality reports, correspondence, presentations, and briefing materials for executive-level use.
- Coordinate high-level meetings, conferences, events, and travel arrangements to support the efficient operation of Court leadership.
This recruitment will remain open on a continuous basis until the position is filled. Early application is strongly encouraged, as the posting may close at any time once a sufficient number of qualified applications have been received or a candidate selection has been made.
The first review of applications is scheduled for April 20, 2026, for priority consideration in the first round of interviews.
This recruitment may include an online assessment as part of the selection process. Candidates who meet the minimum qualifications will be invited to complete the exam. Additional details—including access instructions, scheduling information, and technical requirements—will be provided via email to qualified candidates (*subject to change).
About the Position
Under general and limited direction, advanced, highly sensitive, complex, and confidential executive support to the Presiding Judge (PJ) and Court Executive Officer (CEO). The Senior Executive Assistant exercises discretion, independent judgment, professionalism, and political acumen in managing sensitive judicial and administrative matters. This position performs specialized, complex and highly responsible administrative work, coordinates executive-level communications across the entire organization and with external stakeholders.
Distinguishing Characteristics
The Senior Executive Assistant provides advanced, sensitive, and confidential administrative support to the CEO or PJ, facilitating a variety of complex tasks on substantive administrative work. With delegated authority, this role is expected to make independent decisions and actions which could have high visibility both internally and externally. Responsibility requires significant tact, discretion, and knowledge of Court activities, with much of the work not subject to review. This role supports the PJ and/or CEO in community engagement and public relations.
Operates with minimal supervision, this role requires extensive knowledge of court operations, policies, procedures, and practices. The Senior Executive Assistant must consistently demonstrate professionalism, diplomacy, and discretion when interacting with judicial officers, government officials, members of the public, the Judicial Council, Court executives, management, and representatives from community organizations.
The Senior Executive Assistant role is distinguished from the Executive Assistant position by its direct reporting relationship to the CEO or PJ and by the complexity and sensitivity of the environment in which they operate. This position collaborates, and when appropriate, serves as a resource for other administrative staff.
Because this position reports directly to the CEO and Presiding Judge, it is further distinguished from other administrative support roles by its active involvement in organization-wide matters and frequent interactions with County and Court officials and executives, necessitating an in-depth knowledge of court practices and procedures. Additionally, incumbents work with a high degree of independence and must consistently exhibit professionalism, discretion, confidentiality, and strong interpersonal skills when representing the CEO or PJ.
Essential Functions
These functions are intended as a general illustration of the work performed in this classification and are not all inclusive for this position.
- Serves as the primary liaison and point of contact between the Court Executive Officer, Presiding Judge, judicial officers, executive staff, external agencies, and the public.
- Performs advanced executive support activities, including scheduling, calendar management, proofreading, meeting coordination, preparation of agendas and materials, and follow-up on action items for the CEO and /or the PJ.
- Screens and prioritize calls, correspondence, visitors, and electronic communications; independently route inquiries and materials to appropriate staff, departments, or officials for action, and follow up, when appropriate.
- Drafts, prepares, and distributes executive-level correspondence, memoranda, reports, public notices, news releases, and other communications on behalf of the CEO and/or the PJ.
- Handles highly confidential and sensitive information regarding controversial issues, individuals, and projects; conducts research, performs research, and provides summaries or recommended administrative solutions.
- Maintains and organizes confidential executive office files, specialized records, and any other sensitive documentation; develops, updates, and maintains office procedures and manuals.
- Expected to recommend and lead modernization efforts for the CEO and /or the PJ that create efficiencies.
- Provides administrative support for committees, such as Judicial Executive Committee, Supervising Judges Committee, and other judicial or Court-related committees, coordinates related documentation and reports.
- Coordinates travel arrangements, meetings, and special events for the CEO, PJ, and, as assigned, for other judicial leadership. Supports enrobing ceremonies, speaking engagements, and Court-hosted events.
- Processes purchase orders and other administrative transactions in accordance with Court policies and procedures.
- Supports the preparation and distribution of reports, rosters, schedules, and other documents on a regular basis on behalf of the CEO and/or the PJ.
- Operates with minimal supervision, exercising judgment, discretion, and diplomacy in high-stakes or sensitive situations.
- Collaborates with executive leadership and administrative staff in support of managing and completing the variety of tasks that are assigned to this classification.
- Provides back-up support to executive assistants and other administrative staff when appropriate.
- Is expected to work collaboratively with executive assistants to develop procedures and quick reference guide for all tasks performed in the executive office.
- Prepare court orders issued by the Presiding Judge related to coordinated or reciprocal cases.
- Liaisons with the Judicial Council to complete a variety of informational administrative forms and coordination of meetings and/or visits.
- Performs other duties as assigned.
Minimum Qualifications
Substitution:
Completion of an administrative professional program from a certified school may substitute for one (1) year of experience, OR the completion of college coursework equivalent to an Associate of Arts (AA) degree in public or business administration, or a closely related field may substitute for one (1) year of experience.
Licenses; Certificates; Special Requirements:
A valid California Class C driver's license and the ability to maintain insurability under the Court's vehicle insurance program.
Knowledge of:
- Structure and functions of the court system, including roles of judicial officers, administrative leadership and court staff.
- Professional business correspondence and exceptional customer service skills.
- Manage multiple tasks and deadlines in a fast-paced environment.
- Coordinate complex schedules and logistics for executive-level staff.
- Advanced diverse office support, practices and procedures, including filing and recordkeeping, leveraging technology and modern office practices.
- Court functions, operations and associated intergovernmental and management issues applicable to areas of responsibility.
- Principles and practices of executive-level business communication.
- Court organization, rules, policies, and procedures applicable to assigned areas of responsibility.
- Court administrative procedures and forms requiring the use of comprehensive job systems for generating reports, featuring strong skills in word processing, spreadsheets, and databases to support documentation and data collection tasks.
- Knowledge of California Rules of Court, rule 10.500, governing public access to judicial administrative records.
- Advance research techniques, methods, and procedures.
- Principles and practices of customer service and telephone etiquette.
- Knowledge of court policies and procedures related to the use of computer systems, technology equipment, and the protection of confidential information.
- Demonstrate advance proficiency in various computer applications.
- Excellent English usage, including spelling, grammar, and punctuation.
- Demonstrate modern office practices, including electronic filings methods, record keeping and savvy operation of office equipment, including computers and video conferencing.
- Safety policies and safe work practices applicable to the work.
Ability to:
- Manage multiple and rapidly changing priorities to meet the needs and expectations of Presiding Judge, Court Executive Officer, Court executives, stakeholders and other public and private groups and officials.
- Ability to work with others in a collaborative manner ensures tasks at hand are successfully executed.
- Interpret, apply, explain, and reach sound decisions in accordance with Court policies and procedures.
- Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of tasks.
- Present proposals and recommendations clearly, logically, and persuasively.
- Develop and implement appropriate office procedures and controls.
- Understand and use computer software including word processing, spreadsheet, database applications, and other business software.
- Represent the Court effectively in dealings with other judicial jurisdictions, county departments, vendors, and the public.
- Attention to detail, ensuring accuracy in all tasks.
- Organize, set priorities, and exercise sound judgment within areas of responsibility.
- Organize and maintain office and specialized files.
- Work with frequent interruptions and simultaneous attention to multiple tasks while meeting legally established deadlines.
- Communicate clearly and effectively in English.
- Understand and follow written and oral instructions.
- Prepare clear, accurate and concise correspondence, records, and reports.
- Maintain confidentiality of court documents and records.
- Understand, interpret, explain, and apply applicable laws, ordinances, and technology policies relevant to work performed.
- Use tact and diplomacy when dealing with sensitive, complex, and/or confidential issues and situations.
- Establish and maintain effective working relationships with all those encountered in the course of work.
Physical Characteristics
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to finger, handle, feel or operate objects, tools or controls; reach with hands and arms; perform repetitive movements of hands or wrists; and stoop, kneel, bend at the waist, crouch or crawl. The employee is frequently required to lift up to ten (10) pounds and occasionally up to twenty-five (25) pounds unaided.
Specific vision abilities required for this job include close vision, distance vision, use of both eyes, depth perception, color vision and the ability to adjust focus.
REASONABLE ACCOMMODATIONS:
The Superior Court of California, County of San Bernardino is committed to providing reasonable accommodation to applicants as required by the Americans with Disabilities Act (ADA) and the Fair Employment and Housing Act (FEHA). Qualified individuals with disabilities who need a reasonable accommodation during the application or selection process may contact the Human Resources Office at (909) 521-3700 or via email at HR@sb-court.org. Individuals with hearing and/or speech impairments may also contact the recruiter for this position through the use of the California Relay Service by dialing 711.
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