Temporary Executive Admin (Confidential Assistant)

RPMGlobal; Burlingame (CA); On-site; USD 52,000 - 78,000; Full time

Job summary

CTA is seeking a Confidential Assistant to provide high-level administrative support to the department's management team in a fast-paced environment in California. The role requires initiative, discretion, and thorough knowledge of internal policies, with responsibilities spanning calendar management, document preparation, and communications coordination.

The position involves drafting letters and reports, coordinating meetings and travel, and ensuring confidentiality in handling sensitive

Qualifications

• Bachelor's degree or Associate degree with four years of administrative experience.
• Ability to exercise self-initiative and sound judgment.
• Ability to plan, coordinate and follow through on large complex logistical projects.
• High proficiency in composing letters, memorandums and proper formatting.
• Ability to learn and communicate CTA structure, policies and procedures.
• Experience in fostering a team approach and strong customer service.
• Ability to work cooperatively with others in a complex organization.
• Ability to communicate clearly, verbally and in writing.
• Demonstrated ability to maintain confidentiality.
• Computer proficiency and ability to learn CTA software programs.
• Ability to travel and work overtime as needed.

Responsibilities

• Provides administrative support to CTA management and executive offices.
• Maintains executive calendars, coordinates meetings and travel arrangements.
• Takes notes/minutes as needed.
• Prepares letters, memos, reports and documents.
• Coordinate responses to communications and inquiries.
• Directs inquiries to appropriate CTA departments.
• Organizes and maintains files for executive operations.
• Assists with confidential materials for Board committees.
• Performs other duties and special projects as assigned.

Skills

Self-initiative

Organization & prioritization

Communication skills

Confidentiality

Customer service

Teamwork

Project management

Computer proficiency

Education

Bachelor's or Associate degree + 4 years admin experience

Job description

General Description

This position provides highly skilled administrative support to the Department's management team. The confidential and sensitive nature of the work performed by in this position requires the incumbent to exercise self-initiative, good judgment, and have a thorough knowledge of CTA internal policies and procedures.

Duties and Responsibilities

• Assists in the preparation of materials that relate to Management's strategies and positions relative to the negotiation process with the employee bargaining units.
• Assists in producing, duplicating, filing and document management of written materials used in determining and effecting Management policies directed toward the employee bargaining units.
• Maintains and coordinates the executive calendars including coordinating requests for conferences and appointments. Arranges for appointments, meetings, and meeting facilities. Makes travel arrangements for executive staff.
• Takes notes/minutes when necessary and/or requested including bargaining notes.
• Drafts, prepares and finalizes letters, memos, reports and other documents.
• Coordinates responses to communications relating to the work of the Management Department.
• Responds to inquiries and requests directed to CTA executive offices, and directs such inquiries and requests to related departments, offices, and agencies of CTA as appropriate.
• Acts for executive staff, under direction, in communicating with CTA leadership and staff regarding the business of the CTA executive offices.
• Prepares and coordinates distribution of various materials and information to CTA leadership and staff.
• Prepares and coordinates distribution of confidential and other materials for Board of Director's committees to which the executive staff has consultant responsibilities.
• Prepares for UniServ and local Presidents Release Time Program notices and follow-ups.
• Organizes and maintains files necessary for operation of executive offices.
• Performs other appropriate duties and special projects as assigned.

Qualifications

• Bachelor's degree, or Associate degree and four (4) years of administrative experience.
• Demonstrated self-initiative, ability to effectively organize and prioritize work, and exercise sound judgement.
• Demonstrated ability to exercise planning, coordinating and follow through on large complex logistical projects, involving development of project management plans and deadlines independently.
• High proficiency in administrative skills including composing and preparing letters, memorandums and utilizing proper report formatting, punctuation and spelling.
• Ability to learn and communicate CTA structure, policies and procedures.
• Experience and commitment to fostering a team approach and service delivery with excellent customer services skills.
• Ability to work cooperatively with co-workers in a complex and independent organizational system.
• Ability to communicate, develop and maintain effective working relationships with all levels within and outside of CTA.
• Ability to communicate clearly, verbally and in writing.
• Demonstrated ability to maintain confidentiality.
• Computer proficiency and the ability to learn and use the Association's software programs.
• Ability to travel and work overtime as needed.

Additional Desirable Qualifications

• Knowledge of CTA's organization structure, department functions, executive and policy making bodies, and staff structure of CTA.

* This is a Confidential Assistant position external to the CAS bargaining unit.