Executive Assistant

Santa Clara Valley Open Space Authority•San Jose, CA

24d•$45 - $54•Hybrid

About The Position

The Santa Clara Valley Open Space Authority seeks an Executive Assistant to provide critical support to the General Manager, Assistant General Manager of Conservation, Planning and Communications, and the Assistant General Manager of Administrative and Field Operations, so they are able to focus on strategic initiatives that move the agency forward and delivering on the Authority’s mission. Our mission is to conserve the natural environment, support agriculture, and connect people to nature by protecting open spaces, natural areas, and working farms and ranches for future generations. Since 1993 the Open Space Authority has protected almost 30,000 acres of natural and working lands across the Santa Clara Valley. Our agency manages and conserves a network of open space lands and natural resources, while providing compatible opportunities for hiking, biking, and equestrian uses, with a focus on increasing equity of access to the outdoors for all our constituents. We know our continued success depends on our employees and the work they do. We are committed to providing a collaborative and inclusive work environment that encourages growth and development; and acknowledges individual and team achievements. The Ideal Candidate The Authority is looking for an experienced Executive Assistant with a high level of responsibility, discretion and discernment. The primary focus of the work will be to optimize the use of the General Manager and Assistant General Managers’ time through strategic calendar management. Work with internal staff and external partners to coordinate multi-agency in-person and virtual meetings, including the coordination of technology and facility needs. Meetings are arranged for maximum effectiveness and participants are fully informed before the meeting through accurate and timely meeting documentation and communication. We need you to bring expert skills with Microsoft O365, primarily Outlook, Teams, and Word and a proven track record of building rapport and effective relationships with internal staff and external partners and stakeholders. In this critical role you will be trusted with confidential information and need to bring a high level of integrity to everything that you do. While the primary focus of the role is to provide critical support related to scheduling, additional responsibilities include processing purchase orders and expense claims, creating and editing documents and presentations, and relaying communications on behalf of the General Manager, Assistant General Manager of Conservation, Planning and Communications and the Assistant General Manager of Administrative and Field Operations.

Requirements

Equivalent to an Associate’s degree from an accredited college or university with major coursework in business, public administration, or a related field.
5 Years of responsible experience assisting executive management or a high-level official in the government or non-profit sector.
Expert calendar management and use of Microsoft Outlook.
Proficient with Microsoft Office 365 Suite.
Ability to learn new software such as the Authority’s ERP system.
Conduct business activities with discretion and discernment.
Pass a pre-employment background check.

Responsibilities

Optimize the use of the General Manager and Assistant General Managers’ time through strategic calendar management.
Coordinate multi-agency in-person and virtual meetings, including the coordination of technology and facility needs.
Ensure meetings are arranged for maximum effectiveness and participants are fully informed before the meeting through accurate and timely meeting documentation and communication.
Process purchase orders and expense claims.
Create and edit documents and presentations.
Relay communications on behalf of the General Manager, Assistant General Manager of Conservation, Planning and Communications and the Assistant General Manager of Administrative and Field Operations.