SC Metro | Senior Executive Assistant

Senior Executive Assistant

DEFINITION

Reports to the Chief Executive Officer (CEO). Under minimal supervision and direction, the Senior Executive Assistant provides high-level administrative support to the CEO and oversees Santa Cruz METRO’s Administrative Department. The position manages the CEO’s calendar and meeting preparation, serves as Recording Secretary to the Board of Directors, and ensures all Board and Committee materials are properly prepared and distributed. The role involves regular communication with public agencies, legal counsel, stakeholders, and internal departments. Acts as a liaison between the CEO and the Board of Directors, agency staff, and external partners. Supervises and evaluates the work of the administrative staff within the department. Performs other related duties as assigned.

DISTINGUISHING CHARACTERISTICS

The Senior Executive Assistant is distinguished by its high degree of responsibility, confidentiality, and independent judgment. It requires expert knowledge of governmental operations, public meeting protocols, and agency-wide policies. The incumbent serves as the CEO’s primary administrative partner and liaison to the Board, often representing the agency at internal and external functions. The role involves managing sensitive information, supporting policy and procedure implementation, and occasionally assisting with budget preparation and oversight.

EXAMPLES OF DUTIES AND RESPONSIBILITIES

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

CEO Administrative Assistance:

• Serve as the senior administrative partner to the CEO, overseeing day-to-day administrative functions of the Administration Department (1100).
• Supports the administrative needs of the senior leadership team, as defined by the CEO.
• Maintains the calendar for the CEO and members of the Executive Leadership Team (ELT).
• Ensures the timeliness and responsiveness of all matters requiring CEO attention and/or approval.
• Develops professional presentations and prepares public and confidential correspondence on behalf of the CEO and ELT.
• Ensures activities of the Administration Department adhere to all agency policies, procedures, regulations and proper protocol. Implements programs, policies, systems and procedures in accordance with financial and operating plans or as directed by the CEO.
• Is responsible for ensuring that the Administrative Regulations and Board Policies are up to date and initiating revisions when needed.
• Is responsible for transitioning the agency from paper to electronic and for the development of an electronic archive of all documents not yet converted to searchable documents.
• Represents the CEO at various meetings as assigned with a sensitivity to political, diversity and equality values of the community.
• Establishes and assists in maintaining contact and communications with individuals, groups and associations within the agency and the community served.
• Administers agency’s AB1234 Ethics Certificates, conflict of interest code and acts as agency’s filing
• officer for Form 700 relating to submittals by agency employees and Board members/alternates to ensure compliance with the State Fair Political Practices Commission Requirements. Also administers the agency’s Sexual Harassment Training for the Board members.
• Ensures full compliance with Brown Act and other applicable public meeting requirements.
• Tracks follow-up items resulting from Board meetings and ensures timely responses.
• Implements public records management and document control.

Board Liaison Responsibilities:

• Manages meeting/appointment calendar for the Board of Directors and the Committees
• Takes minutes at regular and special Board meetings, Standing Committees and (as appropriate) Ad Hoc Committees, takes and transcribes notes from oral presentations, meetings and machine dictation.
• Prepares the monthly Board and committee meeting agendas in accordance with the CEO and General Counsel’s item review and selection.
• Oversees the administrative support of the METRO Advisory Committee (MAC).
• Coordinates the preparation and delivery of board packets.
• Coordinates all aspects of the Board, agenda and Board reports process.
• Facilitates communication between Board members, the CEO, and other stakeholders. Coordinates public and private business correspondence in support of the CEO and the Board of Directors.
• Assists in CEO’s annual review with Board members.
• Creates Power Point and other presentations in support of the CEO and the Board of Directors.
• Monitors Board actions including the coordination for executing contracts, publishing resolutions and ordinances, advising management and staff of Board actions and carrying out legally required procedures, to ensure timely and appropriate responses.
• Is responsible for tracking all Board requests and ensuring the timely response to such requests.
• Coordinates and participates in the orientation of newly appointed city/county representatives to the Board and its committees.
• Ensures Board members are properly reimbursed for participation in METRO-related meetings via the monthly compensation process.
• Ensures METRO’s website and Nextcloud are updated with Board information.
• Research information for outgoing resolutions of appreciation for Board members.

Administrative Oversight:

• Schedules appointments and meetings and assists in the design of presentations for meetings.
• Proofreads and edits outgoing business correspondence.
• Reviews and edits initial drafts of Board reports for clarity, format, and consistency prior to CEO review.
• Manages, trains, assigns and monitors the work quality and productivity of the departmental clerical/administrative staff and evaluates performance.
• Establishes procedures for departmental clerical staff including incoming and outgoing mail, screening calls and maintaining files and records.
• Regularly updates the department’s Desk Manual and Desk Procedures
• Coordinates and staffs various Santa Cruz METRO meetings.
• Develops, maintains, and updates complex manual and automated recordkeeping systems.
• Prepares estimates of office supplies and equipment and assists in the preparation of the preliminary budgets for Administration, Safety and Legal Departments. Also oversees the Supplies budget for all departments that utilize the supplies budgeted in Department 1100
• Regularly monitors the Administration departmental budget. Manages CEO’s expense reports.
• Assists in researching and recommending office equipment.
• Operates a variety of office and business machines including computer equipment.
• Manages the Employee Longevity Program.

Special Projects:

• Independently researches and prepares reports and confidential documents and correspondence.
• Responsible for the coordination of research projects, data collection, and the development of reports on behalf of the CEO, Board and agency.
• Coordinates all employee and Board business travel arrangements for Santa Cruz METRO.
• Distributes and advertises for legal notices and other legal advertising.
• Coordinates and executes special projects and assignments.
• Performs other duties as assigned.

EMPLOYMENT STANDARDS

Knowledge of:

• Office procedures, practices and rules and regulations including filing and preparation of business correspondence, forms and reports.
• Proper business English usage, spelling, grammar and punctuation.
• Principles and practices of supervision and training.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Powerpoint), Zoom/Teams/WebEx and standard office applications. Familiarity with Adobe Acrobat, Smartsheet, and web content management systems is desirable.

Ability to:

• High typing proficiency.
• Operating standard audio visual and office equipment, including electronic typewriter, computer, photocopies, calculator and transcribing machine
• Develop and administer office procedures and practices
• Exercise extreme discretion and professionalism when working with confidential and/or sensitive material and topics.
• Maintain composure in stressful situations, communicating with the public, Board members and staff in a calm, respectful manner.
• Prepare business correspondence, forms, and reports.
• Compose clear, concise reports and correspondence using proper formatting, English grammar, punctuation and spelling.
• Effectively communicate both orally and in writing.
• Develop and use effective methods for filing and retrieving documents.
• Take minutes and record discussion and actions at meetings and public hearings.
• Perform varied, difficult administrative work requiring accuracy and speed.
• Establish and maintain effective working relationships with the public, Santa Cruz METRO employees, Santa Cruz METRO Board members and others.
• Work independently in the absence of specific instructions.
• Adjust to changing priorities and work effectively.

• Research, locate, compile and summarize data.
• Coordinate complex, administrative, and legally required functions with District Counsel.

MINIMUM QUALIFICATIONS

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

Education, Training and Experience:

Five (5) years of increasingly responsible executive-level administrative experience, including three (3) years supervising administrative staff. A four-year college degree is preferred.

LICENSES AND CERTIFICATES

A valid Class C driver license and safe driving record is required at the time of application. A valid Class C State driver license is required at the time of appointment and must be maintained throughout employment.

SPECIAL REQUIREMENTS

• Must be able to work extended hours as needed, sometimes outside regular business hours as required by the CEO and the demands of the job.
• Must maintain strictest confidentiality.
• Must participate in professional development activities.

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to finger, manipulate, handle, feel or operate objects, tools or controls; reach with hands and arms; and perform repetitive movements of hands or wrists. The employee is regularly required to bend and twist at the neck, reach with hands and arms. Occasional standing, walking, overhead reaching and lifting up to 10 pounds unaided is required. Specific visual abilities required for this job include close vision, distance vision, and the ability to adjust focus.

Mental Demands:

While performing the duties of this job, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied/abusive individuals.

Safety:

Any required Personal Protective Equipment (PPE) will be provided.

Work Environment:

The employee works in an office environment where the noise level is usually quiet. May require availability to work a flexible schedule.

OTHER CONDITIONS OF EMPLOYMENT

Must pass requisite background check.

*Adopted:          November 2017

*BOD Approved 01-26-18

*Revised:          05-16-25

*Job Family:       Professional – Administration