Temporary Executive Assistant I/II

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

Join an agency committed to creating a healthy breathing environment for every Bay Area resident while protecting and improving public health, air quality, and the global climate!

The Bay Area Air District (Air District) is a regional government agency, committed to achieving clean air to protect the public's health and the environment. The Air District accomplishes this goal through regulation of industrial facilities and various outreach and incentive programs designed to encourage clean air choices.

The Air District's jurisdiction encompasses all of seven counties - Alameda, Contra Costa, Marin, San Francisco, San Mateo, Santa Clara and Napa, and portions of two others - southwestern Solano and southern Sonoma.

The Air District is recruiting for the confidential position of Temporary Executive Assistant I/II in the Executive Office. There is one (1) vacancy. Please note that this is a temporary confidential position expected to last through the end of December 2026, with the potential for extension based on organizational needs.

About the Division

The Executive Assistant in the Executive Office will be reporting to the Executive Operations Manager. This position will support the office by performing administrative work to facilitate Board and Committee meeting agenda packets, attend in-person meetings, provide administrative support to the Executive Office, while providing day-to-day support to a Deputy Executive Officer. Duties may include scheduling, travel arrangements, logistical preparation for upcoming meetings (i.e., internal, and external). Incumbent may perform other specialized work as assigned and is expected to use sound judgment and maintain confidentiality.

Definition

Under direction, provides varied, complex and often confidential administrative assistance to the Executive Officer/Air Pollution Control Officer or Deputy Executive Officer; requires use of discretion, initiative and independent judgment; performs related work as assigned.

DISTINGUISHING CHARACTERISTICS

Executive Assistant I is the entry-level class in this confidential class series. It is designed to allow an experienced assistant to learn the procedures and processes particular to the Air District's Executive Office. Incumbents are required to use discretion, initiative, and independent judgement. This class is alternately staffed with Executive Assistant II and incumbents may progress to the higher level after gaining experience and demonstrating proficiency sufficient to meet the qualifications of the higher-level class.

Executive Assistant II is the journey-level class in this confidential class series, fully proficient to independently perform the full scope and diversity of responsibilities. Responsibilities include regular contact with governmental officials, the Air District Board of Directors, Hearing Board, Advisory Council, Community Advisory Council, representatives of business or community organizations, the public, and all levels of Air District personnel to exchange information and explain administrative policies and procedures.

This class is distinguished from Senior Executive Assistant in that the latter performs the more complex assignment and provides lead direction to staff that requires considerable knowledge of Air District executive office administration.

SUPERVISION RECEIVED AND/OR EXERCISED

Supervision is provided by a supervisor or manager. No supervision is exercised over others.

The following duties are typical for jobs in the class. They are for illustrative purposes only and do not reflect the full scope of job duties.

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 from the Air District's management and executive staff, the public and other stakeholders for Board of Directors meetings; prepares and distributes the materials.

Proofreads and uploads materials to the Air District's website.

Organizes own work; sets priorities and meets critical deadlines; ensures that such deadlines are met by other staff.

Receives and screens visitors and telephone calls, providing information and resolving complaints which regularly require the use of judgment and the interpretation and application of policies and procedures.

Researches, compiles and summarizes a variety of informational or statistical data and materials.

Transcribes minutes and types draft reports and a wide variety of finished documents from notes, brief instructions, or printed materials; inputs or retrieves data and prepares reports using a personal computer system; compiles and processes confidential materials.

Organizes and maintains various administrative, reference, and follow-up files; purges files as requested.

Creates Power Point 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.

The items listed below are the minimum requirements for this classification.

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: In addition to the above, two years of executive assistant experience.

Any equivalent combination of education and experience that provides the necessary qualifications to successfully perform the duties of the position will be considered.

Desirable Qualifications

• Experience providing high level administrative support and customer service to C-suite executives, elected officials or government leaders.
• Professional judgement, discretion, and the ability to handle sensitive materials and confidential matters with integrity.
• Strong calendar management experience including scheduling complex meetings across multiple stakeholders.
• Ability to prepare agendas, take meeting minutes and follow up on action items.
• Strong experience in business writing, editing and proofreading executive documents for accuracy and clarity with clear and professional communication.
• Experience coordinating logistics for internal and public meetings.
• Ability to manage multiple priorities and meet deadlines with minimal supervision.
• High proficiency in Microsoft Office Suite, virtual meeting platforms (Zoom, Teams, etc.).

• Understanding of governmental processes and familiarity with the Brown Act

Persons with disabilities who may require reasonable accommodations during the application and/or selection process should notify the Human Resources Office at [phone].

The Air District is an Equal Opportunity Employer.