Executive Assistant I/II

ABOUT THE POSITION

The Executive Assistant in the Executive Office will be reporting to the Executive Operations Manager. This position will support the office by performing administrative work to facilitate Board and Committee meeting agenda packets, attend in-person meetings, provide administrative support to the Executive Office, while providing day to day support to the Deputy Executive Officer of Engineering and Compliance.  Duties may include scheduling, travel arrangements, logistical preparation for upcoming meetings (i.e., internal, and external).  Incumbent may perform other specialized work as assigned and is expected to use sound judgment and maintain confidentiality.

DEFINITION

Under direction, provides varied, complex and often confidential secretarial and office administrative assistance to the Executive Officer/Air Pollution Control Officer or Deputy Air Pollution Control Officer; requires use of discretion, initiative and independent judgment; performs related work as assigned.

DISTINGUISHING CHARACTERISTICS

Executive Assistant I is the entry level class in this series.  It is designed to allow an experienced assistant to learn the procedures and processes particular to the Air District’s Executive Office and this confidential secretarial class.  This class is alternately staffed with the Executive Assistant II level and incumbents may progress to the higher level after gaining experience and demonstrating proficiency sufficient to meet the qualifications of the higher level.

Executive Assistant II is the journey level class in this series, fully competent to independently perform the full scope and diversity of responsibilities.  Responsibilities include regular contact with governmental officials, the Air District Board of Directors, Hearing Board and Advisory Council, representatives of business or community organizations, the public, and all levels of Air District personnel to exchange information and explain administrative policies and procedures.

Examples of Duties for this Position

EXAMPLES OF DUTIES (Illustrative Only)

Initiates correspondence independently for signature by appropriate management staff; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.

Organizes meetings by notifying participants, making room arrangements, preparing agendas and required informational materials; may attend such meetings, hearings, etc., and prepare minutes.

Relieves executive staff of certain administrative matters by following up on projects, transmitting information, and keeping informed of pertinent activities.

Makes appointments and maintains a calendar; schedules and arranges for meetings and makes travel arrangements; sorts mail and obtains related backup materials.

Coordinates and assembles information from the Air District’s management and executive staff, the public and other stakeholders for Board of Director’s meetings; prepares and distributes the materials. 

Proofreads and uploads materials to the Air District’s website.

Organizes own work; sets priorities and meets critical deadlines; ensures that such deadlines are met by other staff.

Receives and screens visitors and telephone calls, providing information and resolving complaints which regularly require the use of judgment and the interpretation and application of policies and procedures.

Researches, compiles and summarizes a variety of informational or statistical data and materials.  

Transcribes minutes and types draft reports and a wide variety of finished documents from notes, brief instructions, or printed materials; inputs or retrieves data and prepares reports using a personal computer system; compiles and processes confidential materials.

Organizes and maintains various administrative, reference, and follow-up files; purges files as requested.

Creates Power Point presentations and related materials for management presentations.

Tracks Board of Directors’ expenses and processes related payments.

May supervise, train, review and evaluate work of office support staff.

Minimum Qualifications

Education and Experience:

A typical way to obtain the knowledge and skills is:

Executive Assistant I:  One year of secretarial experience which has included providing office and administrative support to public sector management or corporate management, equivalent to the Air District class of Administrative Assistant.  

Executive Assistant II:  Three years of secretarial experience which has included providing office and administrative support to public sector management or corporate management, equivalent to the Air District class of Administrative Assistant.  

Substitution:  Completion of the equivalent of 18 semester units from an accredited college or recognized business school in relevant subjects such as technical secretarial skills, business English, or office administration may substitute for up to 6 months of the required experience.

How To Apply:

Interested individuals must submit a completed BAAQMD application, chronological resume, and responses to the supplemental questionnaire by 5:00 p.m. on  Tuesday, June 4, 2024.  Applications are accepted online. Please visit our website at www.baaqmd.gov/jobs to apply. Resumes must be included, and not in lieu of the required application materials. Postmarks, faxes, and E-mailed applications will not be accepted.