Executive Assistant III

COMTO; San Francisco (CA); Hybrid; USD 112,000 - 142,000; Full time

Job summary

Metropolitan Transportation Commission (MTC) in San Francisco, CA is seeking an Executive Assistant III to support the CFO and Finance team. The role involves supervising staff, coordinating complex meetings, and handling confidential communications.

This position is onsite at least 3 days a week with flexibility for additional days based on departmental needs. The successful candidate will manage calendars, prepare reports, and assist with strategic projects across the Finance sections,

Qualifications

• High school diploma or equivalent plus six years of progressive administrative/secretarial experience.

Responsibilities

• Plan, coordinate, and execute complex meetings and events.
• Manage travel details and expense reports for CFO and Directors.
• Provide confidential administrative support to CFO and senior staff.
• Supervise and allocate work of administrative staff as assigned.
• Coordinate communications and maintain records and resources for Finance.

Skills

Attention to detail

Scheduling & calendar management

Communication

Interpersonal skills

Discretion & confidentiality

Problem solving

Education

High school diploma or equivalent

Tools

Microsoft Office

Outlook

Job description

Metropolitan Transportation Commission (MTC)

San Francisco, CA

Executive Assistant III

$112,139.72 - $142,220.28

The Metropolitan Transportation Commission (MTC) is the transportation planning, financing, and coordinating agency for the nine-county San Francisco Bay Area. MTC is the federally designated Metropolitan Planning Organization (MPO) and the state designated Regional Transportation Planning Agency (RTPA) for the nine-county San Francisco Bay Area. MTC provides services to the Association of Bay Area Governments (ABAG). For more information about MTC, visit www.mtc.ca.gov.

EQUAL OPPORTUNITY EMPLOYER

The Metropolitan Transportation Commission is an equal-opportunity, non-discriminatory employer. MTC provides all employees and applicants with an equal opportunity in every aspect of the employment experience regardless of race, color, religion, sex, sexual orientation, gender identity, age, national origin, physical handicap, medical condition or marital status.

Job Description

ABOUT THE ROLE

The Executive Assistant III is a lead/advanced level classification within the Executive Assistant Services. This individual will work with the CFO to support them as well as the work of senior staff on the Finance team and across sections with other Lead Administrators to help support the Executive Team, as needed. This position will be onsite at least 3 days a week and occasionally additional days during a normal workweek, depending on departmental needs.

The individual in this position will assist the CFO, Section Directors, Assistant Directors and other staff in Finance. Incumbent will also supervise and allocate the work of other administrative staff as assigned.

The person in this position must be flexible, proactive, resourceful and efficient, able to interact with staff and partners (at all levels), work in a fast-paced environment, and function with a high level of professionalism and discretion.

Responsibilities

The essential duties and responsibilities include but are not limited to the following:

General Administrative Duties

• Plan, coordinate and execute multiple and complex meetings and events.
• Handle travel and training details and process expense reports for the CFO and Section Directors.
• Provide varied, complex and confidential administrative work to the CFO and Section Directors, Assistant Directors and other senior staff within the sections reporting to the CFO.
• Prioritize, distribute and process incoming and outgoing communications of all types; handle confidential correspondence.
• Coordinate, organize and maintain various records, reports and resource materials.
• Manage emails, calls, communications, meetings and visitors, events and refer inquiries appropriately.
• Provide information regarding Agency functions, policies, procedures and practices to staff in the Finance sections.
• Assist with and/or administer special projects, stay current on related issues, serve as a troubleshooting resource for other staff.

Lead Direction Dutie`s

• Provide supervision of assigned staff including conducting performance evaluations and participating in other human resources matters.
• Train staff in procedural and technical aspects of their jobs; develop training materials; act as a technical resource to staff.
• Assign and review work of assigned staff.

Business Management Specific Duties

• Facilitate and administer inter-section collaboration as assigned including scheduling, meeting material development and meeting execution.
• Assist with the compilation and execution of complex documents and reports required by banking, outside counsel and other partners in order to facilitate complex financial transactions for the Agency.
• Perform other job-related duties as needed or assigned by the sections under the Finance umbrella.

Qualifications

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• Business writing, formatting and presentation of materials and documents.
• Microsoft Office programs and the ability to work with other programs and platforms.
• Business math and procedures affecting budgeting, purchasing, expense monitoring, and time reporting.
• Shared file keeping and collaboration systems and shared calendaring programs.

Skills and Abilities:

• Attention to detail and the skillset to review complex documents, communications and materials.
• Ability to analyze situations and identify an effective course of action or response to solve inquiries and address problems.
• Ability to handle complex scheduling and meeting coordination and manage Outlook calendars for the CFO, multiple Section Directors and occasionally Assistant Directors and other staff in Finance.
• Ability to organize tasks and responsibilities, work independently, and be a self-starter.
• Ability to communicate clearly, proactively and concisely, both orally and in writing with poise and tact.
• Ability to establish and sustain effective working relationships while maintaining confidentiality.
• Ability to advocate for section priorities in work across the Represent Finance in fulfilling assignments.
• Ability to interact successfully within a team and to execute duties as an active team participant.
• Ability to meet deadlines and keep accurate records.
• Ability to work with executives and staff at all levels.
• Ability to perform mathematical calculations quickly and accurately.
• Ability to read, understand, and review documents for accuracy and relevant information.
• Ability to learn more complex principles, practices, techniques, and regulations pertaining to assigned duties.

MINIMUM QUALIFICATIONS

An appropriate combination of education and experience that has provided the required knowledge, skills and abilities is qualifying. A typical way of obtaining the required qualifications is:

Education and Experience: Equivalent to completion of the twelfth (12th) grade, and six (6) years of increasingly responsible administrative or secretarial experience.

License/Certificate

• Active Notary Public commission (or willingness to obtain one) is desirable