Executive Administrative Assistant AC Transit

Cosmotek College; Oakland (CA); On-site; USD 65,000 - 85,000; Full time

Job summary

A public transportation agency in Oakland is seeking a qualified Executive Administrative Assistant to support executive-level management. The role involves handling confidential information, coordinating meetings, managing travel arrangements, and providing comprehensive administrative support. Applicants should have an Associate's degree and at least 6 years of relevant experience. Strong organizational skills and discretion are essential for this position.

Qualifications

• 6+ years of recent administrative support experience for executive-level management.
• Ability to handle confidential information with discretion.
• Strong organizational and multitasking skills.

Responsibilities

• Provide complex administrative support to an assigned executive.
• Handle office visitors and phone inquiries with discretion.
• Prepare reports and maintain executive office files.

Skills

Administrative support

Confidential information management

Report preparation

Meeting coordination

Travel arrangement

Communication skills

Education

Associate’s degree in business or related field

Job description

Summary

AC Transit is seeking a qualified Executive Administrative Assistant. Under the direction of an assigned executive, this position performs a wide variety of confidential and complex administrative and office support duties.

Representative Functions

• Screens office visitors and telephone calls, and responds to requests, complaints, and inquiries of a complex and confidential nature, from the public and District staff, and refers to other staff, where appropriate.
• Disseminates information using discretion, and by appropriately applying and interpreting regulations, policies, and procedures.
• Compiles data for reports and other materials; and prepares administrative reports and projects.
• Establishes, maintains, and modifies executive office files, records, spreadsheets, and logs.
• Coordinates meetings, prepares agendas, arranges facilities and equipment, and assembles meeting materials and related media including folders, binders, and copies.
• Makes travel and conference arrangements; and submits and tracks reimbursement requests for the assigned executive or Board Officer, and others, as instructed. Organizes and maintains appointments, schedules, and calendars for the assigned executive or Board Officer; and coordinates office activities and schedules with other departments, third parties, and the public.
• Composes, prepares and proofreads correspondence, letters, reports, memoranda, agendas, and other documents, makes corrections, and revises drafts as needed.
• Provides administrative support to District boards, committees, and/or task forces, as assigned; including posting legal notices, preparing agendas, assembling background materials, and taking and transcribing meeting minutes.
• Maintains departmental content on the District’s intranet, and /or internet website.
• Acts as a point of contact to the public, members of the Board, and other agencies at the request of the assigned executive or Board Officer.
• Recommends and implements procedural changes affecting office activities.
• Monitors and reconciles expenses for the assigned executive or Board Officer.
• Initiates and completes special projects and assignments, as assigned.
• May plan, assign, train, review, and assist in evaluating the work of subordinate clerical personnel.
• Performs related duties, as required.

Minimum Qualifications

Education: Equivalent to completion of an Associate’s degree from an accredited college or university, with major coursework in business, accounting, or a related field.

Experience: Equivalent to at least six (6) years of recent and verifiable administrative support experience for executive-level management personnel, involving frequent public contact.

Additional Information

Physical Requirements: (1) Must maintain the physical condition necessary to perform tasks in an office setting and operate computers, keyboards, and other peripheral equipment. (2) Must possess the mobility necessary to travel expeditiously within the AC Transit District to perform the duties of the job. (3) Some positions in this classification may be required to lift up to 25 pounds regularly.

THIS POSITION IS AN UNREPRESENTED POSITION