Executive Assistant

Santa Cruz Metropolitan Transit District • Santa Cruz, CA

2d • $46 - $64 • Hybrid

About The Position

Reports to the Chief Executive Officer (CEO). Under minimal direction, the Senior Executive Assistant serves as the CEO's primary executive administrative partner and manages the day-to-day operations of the Office of the CEO and the Administration Department; strategically manages the CEO's time and attention; serves as Recording Secretary to the Board of Directors and manages governance processes in accordance with applicable laws and regulations; handles highly confidential and politically sensitive matters; coordinates across departments and with external partners; supervises assigned administrative staff; and performs other related duties as assigned.

Requirements

• Seven (7) years of progressively responsible executive-level administrative experience supporting a chief executive, governing board, elected official, or comparable senior leader, including at least three (3) years supervising administrative staff or leading a complex executive office function.
• Experience in a public agency and direct responsibility for governing-board processes are highly desirable.
• A bachelor's degree in public administration, business administration, communications, organizational leadership, or a related field is preferred.
• Additional qualifying experience may substitute for education.
• A valid California Class C driver license and a safe driving record are required at the time of appointment and must be maintained throughout employment.
• Must be available to work extended or irregular hours, including early mornings, evenings, and occasional weekends, as required by Board meetings, executive commitments, emergencies, travel, and operational needs.
• Must maintain the strictest confidentiality and comply with applicable requirements governing privileged, personnel, labor, legal, privacy-protected, and closed-session information.
• Must maintain current knowledge and complete assigned professional development related to public meetings, ethics, public records, records management, accessibility, information security, supervision, and evolving executive-office technology.
• Proficiently and effectively use software applications and communication tools (including, but not limited to, Microsoft 365, including Outlook, Teams, Word, PowerPoint, Excel, SharePoint, and OneDrive; Adobe Acrobat; Board agenda and records systems; task and workflow automation; web content management; virtual and hybrid meeting technology; and agency-approved artificial intelligence tools).

Nice To Haves

• Experience in a public agency and direct responsibility for governing-board processes are highly desirable.
• A bachelor's degree in public administration, business administration, communications, organizational leadership, or a related field is preferred.

Responsibilities

• Serves as the CEO's principal executive administrative partner and directs the day-to-day administrative operations of the Office of the CEO and Administration Department.
• Acts as the primary point of collaboration and manages CEO’s access, communications, priorities, commitments, and workflow systems to ensure effective execution of executive objectives.
• Oversees the CEO's calendar, meetings, travel, and engagements to align executive time with Santa Cruz METRO and Board priorities.
• Prepares, reviews, controls quality of, and monitors executive briefings, correspondence, presentations, memoranda, reports, confidential communications, and other materials to support decision-making and stakeholder communications.
• Coordinates Executive Leadership Team operations and workflows, including calendars, agendas, action tracking, cross-department initiatives, and follow-through on executive directives.
• Represents the CEO as assigned; builds and maintains effective working relationships and communication channels with Board members, employees, community partners, public officials and their staff, consultants, and other stakeholders.
• Administers assigned ethics, compliance, disclosure, training, and governance requirements in accordance with applicable laws and regulations.
• Coordinates with the CEO and General Counsel to ensure Board and committee operations comply with Brown Act requirements, Santa Cruz METRO bylaws and policies, and applicable regulations.
• Identifies, tracks, and facilitates resolution of high-priority, high-risk, politically sensitive, or time sensitive matters affecting Santa Cruz Metro operations.
• Researches, analyzes, and presents information, recommendations, options, and sensitive issues requiring executive review and action.
• Directs the planning, preparation, quality control, publication, distribution, accessibility, and retention of Board and committee meeting schedules, agendas, packets, minutes, official records, and related governance activities.
• Serves as Recording Secretary and maintains the official records of Board actions, resolutions, ordinances, proceedings, and implementation activities; coordinates execution of approved documents, publication and retention of resolutions and ordinances, and completion of legally required post-meeting actions.
• Manages the annual and recurring calendar and governance processes, including statutory deadlines, agenda cycles, member appointments and terms, evaluations, vacancies, onboarding, training compliance, committee assignments, compensation, reimbursements, and stakeholder communications.
• Oversees administrative support for the Board, CEO, Executive Leadership Team, advisory committees, and agency-wide executive activities.
• Facilitates and maintains effective communication among Board members, the CEO, General Counsel, staff, appointing jurisdictions, and other stakeholders.
• Establishes and maintains administrative procedures, workflows, manuals, service standards, templates/documents, records management practices, continuity plans, and quality control systems.
• Selects, supervises, trains, develops, and evaluates assigned staff; assigns work; monitors performance; and ensures continuity of critical administrative functions.
• Develops, processes/administers, and monitors assigned budgets, contracts, procurement activities, expenses, travel, vendors, and administrative resources.
• Designs, implements, and continuously improves administrative systems, databases, workflows, records management practices, and technology solutions.
• Leads or coordinates special projects, cross-functional initiatives, Santa Cruz METRO events, recognition programs, and strategic assignments on behalf of the CEO.
• Establishes and maintains secure executive, governance, and operational records while ensuring compliance with records retention, public records, privacy, cybersecurity, accessibility, and related requirements.
• Travel to various locations within and outside Santa Cruz County and work outside regular business hours as required.
• Performs other duties as assigned.

Benefits

• Competitive salary
• CALPERS pension
• Robust health/dental/vision benefit program
• Public service loan forgiveness program
• 457 plans
• Career development
• Free bus passes
• Longevity pay
• Medical Insurance: For employee and qualified dependents. Choice between multiple HMO and PPO plans. Santa Cruz METRO contributes 95% of the monthly premium costs for any plan, employee responsibility is 5%. Premium participation continues after retirement.
• Dental Insurance: Premium paid by Santa Cruz Metro for employee and qualified dependents.
• Vision Insurance: Premium paid by Santa Cruz Metro for employee and qualified dependents.
• CalPERS Retirement Pension: 2.5% at 55 - Employees who are vested and were hired before January 1, 2013, directly from another CalPERS-covered agency are eligible for the "Classic" CalPERS pension formula of 2.5% at age 55. Employees hired on or after January 1, 2013, who had prior CalPERS membership and a break in service of six months or less, will also retain the "Classic" formula of 2.5% at age 55. 2% at 62 for PEPRA CalPERS members - Those hired on or after January 1, 2013, who are new to CalPERS or have not worked for a CalPERS-covered agency in the past six months are subject to the Public Employees' Pension Reform Act (PEPRA) and receive the 2% at age 62 formula.
• 457(b) Deferred Compensation Plan: Two plan providers available. Similar to 401(k)
• Life/AD&D Insurance: $50,000 Life coverage. $50,000 AD&D coverage provided by Santa Cruz Metro. Additional Life/AD&D coverage is available at employee cost.
• Long Term Disability Insurance: Available after one year of service. Premium paid by Santa Cruz Metro. Monthly maximum benefit of $10,000.00.
• Employee Assistance Program: Confidential mental, financial, legal and other assistance. Premium paid by METRO.
• Tickets at Work: Discounted rate program.
• Pet Insurance: Discounted rate program.

What This Job Offers

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