Senior Executive Assistant

Santa Cruz METRO; Santa Cruz (CA); On-site; USD 90,000 - 130,000; Full time

Job summary

Santa Cruz METRO is seeking a Senior Executive Assistant to the CEO to serve as the CEO's principal administrative partner and to manage the Office of the CEO and Administration Department. The role focuses on calendar control, governance support, and safeguarding confidential information.

You will coordinate with the Board, Executive Leadership Team, and stakeholders, ensuring efficient execution of executive priorities and timely communications across departments.

Qualifications

• Seven years of progressively responsible executive-level administrative experience supporting a CEO or comparable senior leader.
• Experience in a public agency and governing-board processes is highly desirable.
• Bachelor's degree in public/admin, business, communications or related field preferred.

Responsibilities

• Act as the CEO's principal executive administrative partner and manage day-to-day operations of the Office of the CEO and Administration Department.
• Coordinate CEO calendar, meetings, travel, and engagements to align with Board priorities.
• Prepare and review executive briefings, correspondence, reports, and confidential communications.
• Direct governance processes as Recording Secretary and ensure compliance with laws and regulations.
• Oversee governance relations with Board members, staff, and external partners and supervise administrative staff.

Skills

Calendar management

Executive communications

Governance support

Staff supervision

Education

Bachelor's degree in Public Administration, Business Administration, Communications, Organizational Leadership, or related field

Job description

DEFINITION

Reports to the Chief Executive Officer (CEO). Under minimal direction, the Senior Executive Assistant serves as the CEO's primary executive administrative partner and manages the day-to-day operations of the Office of the CEO and the Administration Department; strategically manages the CEO's time and attention; serves as Recording Secretary to the Board of Directors and manages governance processes in accordance with applicable laws and regulations; handles highly confidential and politically sensitive matters; coordinates across departments and with external partners; supervises assigned administrative staff; and performs other related duties as assigned.

CEO Executive Support and Workflow Management:

• Serves as the CEO's principal executive administrative partner and directs the day-to-day administrative operations of the Office of the CEO and Administration Department.


• Acts as the primary point of collaboration and manages CEO’s access, communications, priorities, commitments, and workflow systems to ensure effective execution of executive objectives.


• Oversees the CEO's calendar, meetings, travel, and engagements to align executive time with Santa Cruz METRO and Board priorities.


• Prepares, reviews, controls quality of, and monitors executive briefings, correspondence, presentations, memoranda, reports, confidential communications, and other materials to support decision-making and stakeholder communications.


• Coordinates Executive Leadership Team operations and workflows, including calendars, agendas, action tracking, cross-department initiatives, and follow-through on executive directives.


• Represents the CEO as assigned; builds and maintains effective working relationships and communication channels with Board members, employees, community partners, public officials and their staff, consultants, and other stakeholders.


• Administers assigned ethics, compliance, disclosure, training, and governance requirements in accordance with applicable laws and regulations.


• Coordinates with the CEO and General Counsel to ensure Board and committee operations comply with Brown Act requirements, Santa Cruz METRO bylaws and policies, and applicable regulations.


• Identifies, tracks, and facilitates resolution of high-priority, high-risk, politically sensitive, or time sensitive matters affecting Santa Cruz Metro operations.


• Researches, analyzes, and presents information, recommendations, options, and sensitive issues requiring executive review and action.

Board Governance and Liaison Responsibilities:

• Directs the planning, preparation, quality control, publication, distribution, accessibility, and retention of Board and committee meeting schedules, agendas, packets, minutes, official records, and related governance activities.


• Serves as Recording Secretary and maintains the official records of Board actions, resolutions, ordinances, proceedings, and implementation activities; coordinates execution of approved documents, publication and retention of resolutions and ordinances, and completion of legally required post-meeting actions.


• Manages the annual and recurring calendar and governance processes, including statutory deadlines, agenda cycles, member appointments and terms, evaluations, vacancies, onboarding, training compliance, committee assignments, compensation, reimbursements, and stakeholder communications.

Administrative Operations and Team Leadership:

• Oversees administrative support for the Board, CEO, Executive Leadership Team, advisory committees, and agency-wide executive activities.


• Facilitates and maintains effective communication among Board members, the CEO, General Counsel, staff, appointing jurisdictions, and other stakeholders.


• Establishes and maintains administrative procedures, workflows, manuals, service standards, templates/documents, records management practices, continuity plans, and quality control systems.


• Selects, supervises, trains, develops, and evaluates assigned staff; assigns work; monitors performance; and ensures continuity of critical administrative functions.


• Develops,processes/administers,and monitors assigned budgets, contracts, procurement activities, expenses, travel, vendors, and administrative resources.


• Designs, implements, and continuously improves administrative systems, databases, workflows, records management practices, and technology solutions.

Executive Projects and Agency Coordination:

• Leads or coordinates special projects, cross-functional initiatives, Santa Cruz METRO events, recognition programs, and strategic assignments on behalf of the CEO.


• Establishes and maintains secure executive, governance, and operational records while ensuring compliance with records retention, public records, privacy, cybersecurity, accessibility, and related requirements.


• Travel to various locations within and outside Santa Cruz County and work outside regular business hours as required.


• Performs other duties as assigned.

MINIMUM QUALIFICATIONS

Any combination of education and experience that would likely provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain them would be:

Education, Training and Experience:

Seven (7) years of progressively responsible executive-level administrative experience supporting a chief executive, governing board, elected official, or comparable senior leader, including at least three (3) years supervising administrative staff or leading a complex executive office function. Experience in a public agency and direct responsibility for governing-board processes are highly desirable. A bachelor's degree in public administration, business administration, communications, organizational leadership, or a related field is preferred. Additional qualifying experience may substitute for education.

LICENSES AND CERTIFICATES

A valid California Class C driver license and a safe driving record are required at the time of appointment and must be maintained throughout employment.