Executive Assistant

4 weeks ago

Orange, California, United States Orange County Transportation Authority Full time
Job Summary

As an Executive Assistant at the Orange County Transportation Authority, you will provide administrative support to a Director-level position, addressing administrative details and relieving the executive of administrative tasks. This role requires a high level of technical and professional expertise, including proficiency in managing complex confidential and interrelated physical and digital filing systems.

Key Responsibilities

• Perform as a professional assistant to executive level staff, relieving the executive of administrative details, including confidential items.
• Serve as a liaison between management and the public, agency employees.
• Relay messages, answer questions, respond to requests, resolve problems, and refer callers as appropriate.
• Manage the Director's master calendar and at times emails.
• Collect and compile statistical and financial data and other information for special assignments and periodic reports as necessary.
• Research and analyze information and establish appropriate report formats.
• Prepare Board agenda items and back-up materials.
• Develop and prepare a variety of correspondence, reports, memoranda, meeting minutes, and other material.
• Arrange meetings, conferences, and travel.
• Establish and maintain complex confidential and interrelated physical and digital filing systems.
• Review and proof documents, records, and forms for accuracy, thoroughness, and conformity with applicable rules and regulations.
• Assist in conducting research and analysis for administrative assignments.
• Evaluate information and recommend alternative courses of action.
• Plan and coordinate events for the department, including quarterly meetings, conferences, and agency seasonal activities.
• May coordinate the receipt of budgets from each section of the department, verifying the accuracy of budget information, assisting in the preparation of the Director's budget.
• May monitor budget expenditures.
• Assist in maintaining the Board Agenda Planning Calendar and the Executive Calendar.

Requirements

• Any combination of education and experience equivalent to graduation from high school with a minimum of six years of administrative or executive secretarial experience.
• Ability to work in a stressful, fast-paced office environment.
• Ability to understand verbal communication and to respond effectively.
• Ability to perform repetitive motions in computer use.

Benefits

OCTA offers an attractive compensation and benefits package that includes medical, dental and vision health insurance programs, flex time, paid sick leave, paid vacation and holidays, short-term and long-term disability, life insurance, flexible spending accounts, retirement, deferred compensation plan, educational reimbursement, excellent in-house training programs, free transportation passes for the employee and dependents, wellness and ergonomic programs, and much more. OCTA has a hybrid remote work program. Eligibility is dependent on manager's approval.

OCTA is an equal employment opportunity employer that recruits, hires, and promotes qualified people without regard to race, color, religion, creed, ancestry, national origin, age, sex, pregnancy, gender, gender identity and/or expression, sexual orientation, marital status, medical condition, disability, genetic information, military and veteran status, or other legally protected status.

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