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EXECUTIVE ASSISTANT

Company Santa Clara Valley Water District
Location San Jose, CA 95118
Update 9 Day ago
300
The Executive Assistant (EA) will play a vital role for the Office of External Affairs. This office is responsible for the management and oversight of the District's Office of Communications, Office of Government Relations and Office of Civic Engagement.
In this position, the EA will be expected to independently perform administrative support, including inter-department communication, correspondence, research, and organizational work with a high level of accuracy, timeliness, and discretion. They will be responsible for scheduling meetings, preparing materials and coordination for the numerous meetings the Chief attends. This role is not only an ambassador for the Chief, but provides courteous gate keeping to ensure the best use of the Chief's time, ensures the Chief is current with all administrative details, and relieves the CEA of other such routine tasks.

Key responsibilities include, but are not limited to:
Maintain a calendar of the Chief's activities, meetings, and various events; scheduling conferences/webinar, seminars and meetings, including coordinating room setup and making travel arrangements.
Screen telephone calls; respond to complaints and requests for information on regulations, procedures, systems, and precedents relating to assigned responsibilities.
Assemble and/or coordinate the preparation of various reports, memoranda, correspondence, and various documentation. and presentation material, of a technical or confidential nature, and type minutes. Review pending agenda items in Legistar and assist Chief in ensuring agenda items are complete, accurate, and timely.
Preparing, organizing, tracking and routing high priority documents and files; maintaining workflow tracking logs.
Type drafts and a wide variety of finished documents from notes, brief instruction, or printed materials; initiate correspondence independently for signature by appropriate executive staff; review materials for completeness, accuracy, format, and compliance with policies and procedures.
Responding to requests for information on work status procedures and systems; coordinating office supplies and office space. Ideal candidate's background includes:
Five years of increasingly responsible secretarial or office administration experience supporting high level management including:
Managing calendars, including Outlook calendars and project related calendars, while supporting preparation of meeting agendas.
Using advanced features of Microsoft Word, Excel, PowerPoint or equivalent.
Producing quality written work product, including preparing meeting minutes, documenting action items or drafting correspondence.
Reviewing lengthy correspondence, reports, and other documents for completeness, accuracy, format, and compliance with policies and procedures.
Preparing, organizing, tracking and routing high priority documents and files; maintaining workflow tracking logs.
Handling confidential and sensitive matters with discretion and professionalism.
Scheduling conferences/webinar, seminars and meetings, including coordinating room setup and making travel arrangements.
Responding to requests for information on work status procedures and systems; coordinating office supplies and office space.
Experience using online software to track projects, documents, assignments, etc. Ability to:
Perform responsible and difficult secretarial work involving the use of independent judgment and personal initiative.
Understand the organization, operation of the District and its policies as necessary to assume assigned responsibilities.
Independently prepare a variety of reports and correspondence.
Accurately take and transcribe dictation at a speed necessary for successful job performance.
Maintain and update an accurate calendar of events.
Respond to requests and inquiries from the general public.
Multitask, organize, prioritize work to meet established deadlines, and manage time wisely.
Be an Independent thinker who can take initiative and work efficiently, sometimes with limited direction.
Develop strong working/professional relationships with different managers, other staff throughout the District, and external partners.
Problem solve and be resourceful in finding solutions.
Communicate clearly and concisely, both verbally and in writing.
Maintain and update accurate records and files.
Handle confidential and sensitive matters with discretion and professionalism. Knowledge of:
Modern office procedures, methods and equipment including computers.
Modern online tools and software programs.
Advanced secretarial and administrative support techniques.
Practices used in minute taking and preparation.
Principles and procedures of recordkeeping.
Principles of business letter writing and basic report preparation.
English usage, spelling, grammar and punctuation.
Basic mathematical principles. *Practical Exercise may be part of the interview process.

Typical Qualifications:
Experience:
Five years of increasingly responsible secretarial or office administration experience.

Training:
Equivalent to the completion of the twelfth grade supplemented by specialized training in administrative or secretarial work or a related field.

Special Requirement:
Possession of, or ability to obtain, an appropriate, valid California driver's license is required. Individuals who do not meet the driver's license requirement due to a disability will be considered for a reasonable accommodation on a case-by-case basis.

To review the Classification Specification, please click here

Selection Process:
(1) The selection process may include one or more of the following: application review, application assessment, performance test, written test and/or oral interview examination.

(2) The Employment Application, Qualifying Information Questions and/or Supplemental Questions will be evaluated for minimum qualifications. Resumes are recommended.

NOTE: Position and start date is subject to availability of funds. The District retains the right to repost this position as deemed necessary.

The District's Equal Opportunity Non-Discrimination Policy is available for review upon request.

The Santa Clara Valley Water District will make reasonable efforts in the examination process to accommodate persons with disabilities. Please advise Human Resources in advance of any special needs by calling 1-408-630-2260.

Please be aware that once submitted all application materials become the property of the District and will not be returned. Human Resources staff is not authorized to make copies of application materials for applicants.