Executive Secretary (Member Services & Communications)

San Bernardino County Employees' Retirement Association•San Bernardino, CA

12d•Hybrid

About The Position

SBCERA is hiring for two (2) Executive Secretary positions, one assigned to the Member Services Department and the other to the Communications Department. Under the direction of a member of the senior leadership team, the Executive Secretary provides high-level administrative and secretarial support to executive and/or professional staff. This role requires the exercise of sound judgment, discretion, and independence in interpreting departmental procedures and representing the priorities and perspective of assigned leadership. Assignments vary across departments and require knowledge of organizational practices, policies, and procedures of varying complexity. The Executive Secretary plays a critical role in ensuring efficient operations, effective communication, and the handling of sensitive and confidential information. The Executive Secretary classification is characterized by the primary and ongoing responsibility for performing a wide range of advanced administrative and secretarial duties in direct support of executive or professional staff. This classification is distinguished from general clerical roles by a high degree of discretion and confidentiality, independent judgment in prioritizing and managing work, regular interaction with leadership and key stakeholders, and responsibility for interpreting procedures and representing the supervisor’s perspective. Positions in this class maintain a confidential working relationship with one or more designated executives or professional staff and are entrusted with sensitive information and communications. Every employee is expected to model SBCERA’s core values by acting with integrity, embracing accountability, collaborating across teams, and striving for professional excellence in service to our 50,000+ members and beneficiaries.

Requirements

Knowledge of SBCERA’s mission, strategic pillars, and core values of Integrity, Accountability & Transparency, Commitment, Effectiveness, Professional Excellence, and Collaboration.
Knowledge of office administration practices and procedures
Knowledge of business correspondence, formatting, and document preparation
Knowledge of recordkeeping and filing systems
Knowledge of applicable organizational policies and procedures
Knowledge of Microsoft Office Suite, including Word, Excel, and Outlook
Skill to apply SBCERA’s core values in providing executive-level support
Skill to communicate effectively in writing and verbally with professionalism and clarity
Skill to organize, prioritize, and manage multiple assignments and deadlines
Skill to maintain accuracy and attention to detail in all work products
Skill to exercise discretion and handle confidential information appropriately
Skill to provide responsive and customer-focused administrative support
Ability to model behaviors consistent with SBCERA’s core values
Ability to edit correspondence for appropriate spelling, grammar, and tone
Ability to interpret and apply policies, procedures, and guidelines
Ability to work independently while supporting executive and team priorities
Ability to establish and maintain effective working relationships with staff, management, and external stakeholders
Ability to adapt to changing priorities and work demands
Ability to maintain confidentiality and demonstrate sound judgment
A high school diploma or G.E.D.
At least six (6) semester (9 quarter) units of completed college coursework in business writing, English, behavioral sciences, business or public administration or a closely related field.
Three (3) years of progressively responsible and complex secretarial or administrative support experience at an executive or professional level.
Experience must include preparing and processing business or legal documents, maintaining records, composing correspondence, coordinating meetings, preparing agendas, and taking and transcribing minutes.

Nice To Haves

An Associate’s Degree is highly desirable.
A valid California Class C driver’s license may be required.

Responsibilities

Compose, draft, and edit correspondence, reports, and other written materials based on general direction or instruction
Prepare, format, and produce a variety of documents, including technical and numerical materials, ensuring accuracy and adherence to organizational standards
Proofread and review documents for grammar, punctuation, clarity, accuracy, and compliance with SBCERA policies and procedures
Screen, prioritize, and route incoming calls, emails, and correspondence; respond to inquiries requiring interpretation of policies and procedures
Review and assess incoming materials, determining appropriate distribution and recommended action
Research, compile, and prepare confidential and sensitive documents for executive review and decision-making
Coordinate meetings, conferences, and appointments; prepare agendas and supporting materials
Attend meetings as required; record, transcribe, and distribute minutes and follow-up actions
Assist with travel arrangements and prepare expense reports in accordance with organizational policies
Maintain office systems, including files, records, and inventory of supplies and forms
Operate standard office equipment and utilize business technologies to support administrative functions
Serve as a liaison between executives, staff, and external stakeholders as appropriate
Perform other related duties as assigned.