Strategic Executive Assistant to the Executive Office

Bay Area Air District; San Francisco (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

Bay Area Air District seeks a Temporary Executive Assistant I/II to provide confidential administrative support in the Executive Office. The role focuses on supporting Board/Committee packets, calendar management, travel arrangements, and meeting logistics for executives.

Responsibilities include preparing agendas, transcribing minutes, and coordinating with officials, staff, and the public. Strong MS Office and discretion are essential for success in this position.

Qualifications

• Executive Assistant I: Associate degree in business administration or a closely related field, and one year of administrative or executive assistant experience.
• Executive Assistant II: Two years of executive assistant experience in addition to the above.
• Equivalent combination of education and experience accepted.
• Strong calendar management and scheduling across multiple stakeholders.
• Ability to prepare agendas, take meeting minutes and follow up on action items.
• Experience coordinating logistics for internal and public meetings.
• Proficiency in Microsoft Office Suite and virtual meeting platforms.
• Knowledge of governmental processes and familiarity with the Brown Act.
• Professional judgement, discretion and ability to handle confidential matters.

Responsibilities

• Initiates correspondence independently for signature by appropriate management staff; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
• Organizes meetings by notifying participants, making room arrangements, preparing agendas and required informational materials; may attend such meetings, hearings, etc., and prepare minutes.
• Relieves executive staff of certain administrative matters by following up on projects, transmitting information, and keeping informed of pertinent activities.
• Makes appointments and maintains a calendar; schedules and arranges for meetings and makes travel arrangements; sorts mail and obtains related backup materials.
• Coordinates and assembles information for Board of Directors meetings; prepares and distributes materials.
• Proofreads and uploads materials to the Air District's website.
• Organizes and maintains files; purges files as requested.
• Creates PowerPoint presentations and related materials for management presentations.
• Tracks Board of Directors expenses and processes related payments.
• May train, review and evaluate work of office support staff.
• Performs other related duties as assigned.

Skills

Calendar management

Meeting coordination

Travel arrangements

Confidentiality

Minutes taking

Proofreading

Executive support

Microsoft Office

Communication

Public/institutional liaison

Presentations (PowerPoint)

Education

Associate degree in Business Administration

Tools

Microsoft Office Suite

PowerPoint

Zoom/Teams

Job description

Bay Area Air District seeks a Temporary Executive Assistant I/II to provide confidential administrative support in the Executive Office. The role focuses on supporting Board/Committee packets, calendar management, travel arrangements, and meeting logistics for executives.

Responsibilities include preparing agendas, transcribing minutes, and coordinating with officials, staff, and the public. Strong MS Office and discretion are essential for success in this position.