Chief Executive Secretary

2 weeks ago

Sacramento, California, United States Sacramento County CA Full time

Position Overview

Join a distinguished organization recognized as one of the top employers. The Executive Secretary operates under general supervision, executing a diverse range of administrative and secretarial support tasks for high-level management, including County Agency Administrators and Department Directors. This role demands independent judgment and proactive action to ensure that tasks are completed in alignment with established protocols. The Executive Secretary is responsible for disseminating critical information regarding policies and procedures to staff, departments, and the public, as well as coordinating training sessions, travel arrangements, meetings, and various events.

Key Knowledge and Skills

Knowledge of:

  • Administrative and secretarial methodologies, including effective calendar management and organizational techniques.
  • The fundamental structure and operations of government entities.
  • Data collection principles and report generation practices.
  • Recordkeeping techniques for both physical and digital files.
  • Standards for business correspondence, including the composition and formatting of memos and letters.
  • Leadership, mentoring, and training principles.
  • Office procedures and technology, including proficiency in software applications such as word processing, spreadsheets, and databases.
  • Proficient use of English, including spelling, grammar, and punctuation.

Ability to:

  • Provide comprehensive and confidential executive-level administrative support.
  • Organize tasks effectively, prioritize to meet deadlines, and follow up on assignments.
  • Analyze situations accurately and implement effective solutions.
  • Utilize discretion, initiative, and independent judgment.
  • Maintain composure in challenging situations.
  • Navigate various software systems to efficiently locate and manage information.
  • Independently draft a variety of written communications, including memos and procedural documents.
  • Plan, coordinate, and oversee the work of support staff.
  • Communicate effectively, both verbally and in writing.
  • Uphold accountability for actions taken.
  • Interpret and apply relevant laws and regulations.
  • Employ customer service skills to identify and meet client needs.
  • Recognize and handle confidential information with discretion.

Employment Requirements

Minimum Qualifications:

Either: Two years of full-time paid experience in a secretarial or administrative support role within a government agency, directly assisting a manager or higher-level position.

Or: Four years of full-time paid clerical experience, including primary responsibilities such as calendar management, preparation of meeting materials, and handling communications.

General Qualifications

The organization may conduct background checks on candidates who receive a conditional offer of employment, consistent with applicable laws and policies.

Travel Requirement:
Employees in this role may occasionally be required to work at alternative locations and must have reliable transportation.

Probationary Period:
The probationary period for this position is six months.

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