Executive Assistant

4 weeks ago

San Diego, United States San Diego Association of Governments Full time

**Description**:
**About SANDAG**
The San Diego region is entering a new era of innovation, driven by exciting advances in technology, biotechnology, renewable energy, cybersecurity, and automation that will change the way people live. Our region’s future prosperity depends on mobility - the ability of people in all communities to connect quickly and easily to centers of innovation and opportunity. As a hub for innovation, the San Diego region will continue to attract innovators and investors. The region is a point of convergence for personal mobility, affordability, and widely shared opportunities for advancement that support a high quality of life for more than three million residents.

SANDAG provides local governments in the San Diego region with a forum to plan and execute projects that promote economic growth, sustainable communities, personal mobility, and equity for the region’s residents. We build consensus; make strategic plans; obtain and allocate resources; plan, engineer, and build public transportation projects; analyze and disseminate data; and publish information on a broad range of topics related to the region’s quality of life.

**Role**
The Executive Assistant will perform a range of highly skilled and specialized administrative tasks for the Chief Executive Officer, Chief Deputy Executive Officer, other Executive Team members, Board Members, and coordinate regularly with employees, local/state/federal agencies and officials, member agencies, community leaders, and members of the public regarding SANDAG services, programs, policies, and priorities.

**Responsibilities**:

- Provide complex administrative support to the Chief Executive Officer (CEO) and other Senior Executives.
- Coordinate a high volume of in-person and virtual meetings, phone calls, and other activities with elected officials, public agency executives, business and community leaders, and other VIPs; managing very dynamic executive calendars that extend outside of usual business hours (evening and weekend appointments).
- Coordinate and/or verify arrangements for the CEO’s attendance at meetings, conferences, hearings, media briefings, community events, etc. (location, audio-visual, hospitality, etc.); assist the CEO and other staff in preparing for meetings, presentations, and events by gathering and providing information in advance (reports, briefings with other staff, etc.).
- Coordinate travel arrangements for the CEO and other staff, and at times, elected officials traveling for SANDAG business; interpret, explain, and follow agency policies and procedures when booking Board Member/Employee travel and processing reimbursement claims.
- Prepare and submit reimbursement claims for business expenses incurred by the CEO and other Senior Executives; prepare regular summary reports as requested by Management.
- Tactfully provide "gatekeeper" and "gateway" functions for the CEO and other Executives; balance access and communication, while ensuring priorities are addressed, and schedules are followed.
- Communicate regularly with the CEO to discuss scheduled activities and commitments as well as shifting priorities; maintain situational awareness of the environment and assist the CEO with schedule changes as needed.
- Serve as a liaison between the CEO and internal departments, and external agencies, jurisdictions, and organizations at the local, state, and federal level.
- Respond to a broad range of inquiries, questions, and concerns and information regarding policies, procedures, and programs; maintain a superior level of customer service; exercise discretion, tact, and diplomacy when handling sensitive, controversial, or difficult situations.
- Prepare correspondence, memos, and notices as requested.
- Review materials that are submitted for the CEO or other Executive’s signature, determine if all relevant data, files, and signatures are included.
- Serve as a backup for other Executive Assistants; assist as-needed with a broad range of activities and functions to support the agency.

**Typical Qualifications**:

- The minimum education, training, and experience qualifications include a high school diploma or equivalent supplemented by specialized administrative training or college level business courses and five plus years of increasingly responsible experience providing administrative support to Chief Executive Officers or multiple Senior Executives.
- Demonstrated experience providing complex administrative support services for multiple high-level senior executive staff; previous experience with elected officials, municipal government, city/county departments, and operations is preferred.
- Experience scheduling and coordinating a high volume of appointments/meetings with numerous attendees, and maintaining a calendar of activities, meetings, and events for senior executives; demonstrated ability to understand appointment priorities and negotiate requests for time.
- Demonstrated ability to create and format

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