Senior Executive Assistant

Superior Court of California County of Los Angeles•Los Angeles, CA

About The Position

The Superior Court of Los Angeles County seeks a Senior Executive Assistant to provide advanced, highly sensitive, confidential, and complex administrative support to the Executive Officer/Clerk of Court and other senior-level executives. The role coordinates closely with the executive team, administrators, staff, and the executive office administrative support team to maintain a smoothly operating, service-oriented office that supports the Court’s mission, strategic plan, and objectives. The position combines executive-level administrative support, coordination of meetings and projects, communication and document review, office operations, and team leadership. The incumbent also serves as a Co-Chair of the Court’s administrative professional community, LEAP. The Court describes its workforce as serving across 36 facilities and offers career paths, work-life balance, job stability, comprehensive pay and benefits, a public-sector pension, and Court-matched 401K/457 savings plans.

Requirements

Meet one of the following minimum qualification options by the final filing date: 60 semester (90 quarter) units from an accredited college or university and seven years of increasingly responsible administrative support experience; or eight years of increasingly responsible administrative support experience.
For options requiring educational credentials, attach the required documentation to the application.
Experience is credited based on a 40-hour workweek; part-time experience is prorated, and overtime does not count toward additional experience credit.
Ability to prioritize work and achieve timely resolution of multiple concurrent projects of varying importance, seeking clarification from supervisors or stakeholders as needed.
Excellent judgment, discretion, and poise under pressure; ability to handle difficult or delicate situations with tact and diplomacy.
Ability to context switch and manage projects across topics and teams, build effective relationships, influence, and collaborate internally and externally at all organizational levels.
Ability to operate with urgency while maintaining attention to detail.
Ability to analyze procedural or operational issues, evaluate alternatives, and reach sound, logical, fact-based conclusions and recommendations.
Ability to apply sound and creative problem-solving techniques, assess problems, propose solutions, and present conclusions and recommendations clearly, logically, and persuasively.
Excellent oral and written communication skills, including the ability to manage complexity and distill information into simple messages.
Ability to think strategically while developing effective processes; work independently and deliver results with high-level direction; prioritize across multiple projects; and work across functions.
Ability to navigate ambiguity and a fast-changing environment with innovation and initiative, without requiring heavy direction for day-to-day goals.
Advanced skills in Microsoft Office, including Excel, Outlook, PowerPoint, Word, Teams, OneNote, and SharePoint.
Organized, detail-oriented, reliable, and proactive approach to work.

Nice To Haves

Experience using AI tools effectively and with discretion is strongly preferred.
Experience working in a high-profile setting is strongly preferred.
A track record and strong skills in culture building, court operations, communications, relationship management, and internal stakeholder management.
Experience supporting senior management in an area with organization-wide impact.
Familiarity with Canva and AI tools.

Responsibilities

Manage the Executive Officer’s complex calendar, coordinate meeting schedules with internal and external partners, track priorities, deadlines, and special projects, and use discretion in accepting and placing meeting requests.
Prepare and maintain a weekly briefing book by reviewing the calendar, gathering meeting materials, highlighting decisions, and tracking action items, follow-ups, and tasks.
Follow up on weekly briefing discussions and manage assignments from the Executive Officer through completion.
Support monthly Senior Executive Team meetings by collecting and compiling materials, attending and taking notes, and tracking resulting projects and action items through completion with other executive assistants.
Coordinate the Executive Officer’s travel and expenses using required templates and applicable Court, Judicial Council of California, and other organizational rules.
Use generative AI tools for tasks such as preparing PowerPoint presentations and organizing information for the Executive Officer’s review, while following the Court’s Generative AI policy.
Coordinate with the Court’s Events team to arrange leadership, group, and conference dinners as requested.
Proofread policies, reports, correspondence, memoranda, and other documents for approval and signature, ensuring accuracy, completeness, and compliance with Court standards, policies, and procedures.
Respond to phone calls, voicemails, emails, and correspondence on behalf of the Executive Officer.
Oversee the Court’s administrative complaint process and provide guidance to staff.
Interact with State, County, and Court officials and executives with tact, diplomacy, and professionalism, applying knowledge of Court practices, policies, and procedures.
Receive and process requests for proposals and contracts as requested.
Lead the Executive Office administrative support team by managing office operations and office events and activities, such as holiday parties.
Supervise the work of the Executive Office receptionist.
As a Co-Chair of LEAP, coordinate two annual meetings, oversee distribution of monthly updates, and perform other co-chair duties as needed.