Executive Assistant Ii Jobs

The San Mateo County Transit District serves nearly 100,000 customers each weekday on its SamTrans buses, Redi-Wheel paratransit vehicles, Caltrain commuter rail cars and shuttles, as well as a robust capital program. The Transit District, which is in the heart of the San Francisco Bay Area, also is the managing agency for the San Mateo County Transportation Authority. Staff enjoys a dynamic organization that fosters personal development and professional advancement of its staff. The Transit District’s core values include integrity, customer focus, respect, quality, teamwork, leadership and accountability. Excellent benefits are provided.
DIVISION
Planning, Grants & Transportation Authority
APPLICATION DEADLINE
11:59 pm on Sunday, May 21, 2023
Job Summary
The Executive Assistant II will report to the Executive Officer of Transportation Authority and will also provide support to the Executive Officer of Planning & Real Estate, and will be responsible for performing confidential administrative support for the two Executive Officers and other division employees.
Minimum Qualifications
Sufficient education, training and experience to demonstrate the knowledge and ability to successfully perform the essential functions of the position. In lieu of a degree, work-related experience that demonstrates the skills and experience necessary to perform this role will be accepted. Development of the required knowledge and abilities is typically obtained through but not limited to:

• High School diploma or GED equivalent.
• Two (2) years of executive assistant or personal assistant experience.

Preferred Qualifications

• Must be proficient in Microsoft Office Suite.
• Associate or Bachelor’s Degree preferred.
• Must have effective oral & written communication skills.

Essential Functions And Duties

• Maintain office supplies and related budget.
• Assists with preparing, monitoring, and tracking of division budgets, including contract and project budget administration.
• Provide calendar management for the Executive Officers.
• On behalf of the Executive Officers, communicate with Board Members, the public, business associates, transportation professionals, and internal staff.
• Assist with preparing and monitoring division budgets including contract and project budget administration.
• Provides support to the Real Estate department by arranging and processing acquisition routing packets and agreements for signatures.
• Provide administrative support for the two Divisions.

Examples Of Duties

• Maintains and manages the Emergency Evacuation Employee Checklist for the Division.
• Point of contact for the District pool vehicles, manages reservations, and regularly coordinates with the Support Services Supervisor for maintenance of the vehicles.
• Keep the two Executive Officers apprised of scheduled meetings, appointments, and events.
• Orders, stores, and issues office supplies and other catering needs for meetings as requested.
• Manages the SMCTD’s Edward J. Bacciocco Auditorium reservations that include District Board meetings, events, trainings, and other nonprofit, public agencies’ meetings.
• Responsible for the Division credit card, purchases for business purposes, and reconciliation of monthly statements.
• Manages the onboarding and off boarding of staff, including requesting network access, equipment, software, badges, etc.
• Compile agendas, take meeting minutes, and provide assistance in any required meeting follow-ups.
• Sort and distribute the Division mail.
• Receive and screen telephone calls and requests, greets visitors and make appointments, travel and meeting arrangements. Take and distribute messages.
• Assist with processing work directives, invoices, and contract closeouts.
• Perform other duties as assigned.
• Establish and maintain files for the Executive Officers.
• Perform all job duties and responsibilities in a safe manner to protect one’s self, fellow employees and the public from injury or harm. Promote safety awareness and follow safety procedures in an effort to reduce or eliminate accidents.
• Prepare travel authorizations, expense reports for reimbursement of expenses for Executive Officers and other Division staff.

How To Apply

• The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities upon request. If you have a need for an accommodation, please contact the Human Resources Department at (650) 508-6308 or email written request to [email protected] .
• SamTrans celebrates diversity and is committed to creating an inclusive and welcoming workplace environment. We are an Affirmative Action/Equal Opportunity Employer. Minorities, Women, Persons with Disabilities and Veterans are encouraged to apply.
• To apply, please visit the www.samtrans.com/jobs . Complete an online employment application by 11:59 pm on Sunday, May 21, 2023 . A resume will not be accepted in lieu of the application. Incomplete applications will not be considered.

Selection Process May Include
The selection process may consist of an evaluation of the applicant’s qualifications, panel interview, and/or internal Department interviews. Upon completion of the selection process, an offer of employment may be conditionally based upon the successful completion of employment and education verification and criminal background check. Meeting the minimum qualifications does not guarantee an invitation to continue in the process.
PAY RANGE
$35.33 - $53.00/hour ($73,494 - $110,241 estimated annual)
Current Employment Benefits
For additional information on SamTrans benefits, please visit, https://www.samtrans.com/jobs
Holidays : Seven paid holidays, plus up to four floating holidays per year
Paid Time Off : Up to 21 days (PTO) per year
Cafeteria Plans : Medical, dental, vision care, group life insurance and more
Transportation : Free Bus Transportation for employees and qualified dependents
Work Location : Select positions are eligible to work remote up to 50% of the time
Pension : Social Security and California Public Employees Retirement Systems (CalPERS)

• New Members - 2% @ 62 benefit formula, 3 year average of highest compensation
• Classic Members - 2% @ 60 benefit formula, 3 year average of highest compensation