Executive Assistant

City of Long Beach • Long Beach, CA

11d • $91,810 • Onsite

About The Position

The Long Beach Airport Department is seeking an Executive Assistant. This position is an at-will unclassified position that reports directly to the Director of Airport. The Executive Assistant provides high-level administrative, organizational, and operational support to the Airport Director and Executive Office. The position ensures the efficient functioning of executive operations; supports governance, compliance, and commission activities; coordinates cross-departmental administrative workflows; and ensures continuity of critical Airport administrative processes that directly support Airport operations, customer service standards, policy execution, and executive decision-making. The position is responsible for planning and coordinating executive-level meetings; supporting the Airport Advisory Commission; overseeing administrative procedures; facilitating council letter workflow; coordinating travel and procurement activities; and supporting executive office staff with standard operating procedures. The Executive Assistant must analyze and prioritize competing demands, maintain oversight of sensitive information, and ensure timely and accurate administrative outputs. The incumbent is responsible for reviewing and preparing executive correspondence, reports, agendas, minutes, and public meeting documentation using the OneMeeting platform. The position also manages specialized administrative systems unique to the Airport environment, secure-area escort protocols, shipping and courier processes, and telephone information system maintenance. The incumbent exercises judgment and discretion in handling confidential material, resolving administrative issues, and advising management on workflow improvements. The role requires flexibility, attention to detail, and a thorough understanding of city administrative processes, commission requirements, and Airport operational contexts.

Requirements

• Five (5) years of progressively responsible clerical and/or administrative assistant experience
• Valid Class C Motor Vehicle Operator License. (Required to obtain a California Class C Motor Vehicle operator license within 6 months if out of state)
• Ability to pass a Transportation Security Administration (TSA) mandated background check to obtain and maintain Secure Identification Display Area (SIDA) credentials

Nice To Haves

• Bachelor's Degree from an accredited college or university in Business Administration, Public Administration, Aviation Management, Communications, or a closely related field
• Public service/government agency experience
• Prior experience supporting boards, commissions, or formal meeting bodies
• Experience with procurement systems, contract workflow, and city administrative processes
• Experience drafting correspondence, reports, and council letters
• Experience providing customer service to the public
• Strong written and verbal communication skills
• High level of professionalism, discretion, and confidentiality
• Exceptional organizational skills and the ability to prioritize in a fast-paced, operationally sensitive environment
• Strong proficiency with Microsoft Outlook, Word, Excel, Teams, OneMeeting platform, and audiovisual/recording systems
• Ability to work independently with limited direction and anticipate executive needs
• Ability to learn Airport-specific systems quickly and manage complex administrative workflows
• Customer-service orientation and ability to interface effectively with elected officials, staff, the public, and external agencies
• Bilingual skills (Spanish, Khmer and/or Tagalog) are desirable

Responsibilities

• Manage all scheduling functions for the Airport Director, including calendar oversight, meeting prioritization, and coordination with internal and external stakeholders
• Receive and route calls, communications, and inquiries to appropriate Airport personnel, ensuring timely executive responses
• Prepare, review, and edit executive correspondence, reports, council letters, and presentation materials; manage the council letter approval and City Council letter workflow process
• Provide front office administrative support, maintain and improve administrative procedures, and ensure consistent coverage, customer service standards, and operational readiness
• Manage Airport purchasing card activity, including monthly reconciliations, documentation, and compliance with City financial procedures
• Coordinate shipping and courier vendor relationships; oversee Airport shipping workflows and incoming/outgoing official documentation
• Prepare and process reimbursement requests and travel authorizations for Airport leadership; coordinate all Airport staff travel logistics
• Respond to public inquiries and manage customer service communications directed to the Executive Office
• Serve as liaison to the Airport Advisory Commission; prepare agendas, encode meetings, manage minutes, coordinate meeting logistics, facility arrangements, catering, support staff, and transmit records to the City Clerk
• Process timecards for management staff; ensure accurate reporting and coordination with payroll deadlines
• Escort guests and dignitaries into secure areas for tours, inspections, or special events in accordance with TSA requirements
• Maintain administrative records, logs, tracking systems, and filing systems for the Executive Office
• Perform other management and administrative functions as required

What This Job Offers

• Job Type: Full-time
• Career Level: Executive