Executive Assistant I

4 weeks ago

Los Angeles, California, United States Metrolink Full time
Job Summary

The Southern California Regional Rail Authority (SCRRA) is seeking an Executive Assistant I to provide administrative support to the Chief Strategy Office. This role will oversee planning and development, government relations, grants, and other functional units.

Key Responsibilities
  • Provide general office support, including receiving and sending mail, screening phone calls, delivering messages, coordinating meetings and events, and maintaining an executive calendar.
  • Manage and maintain executive's schedule, appointments, and travel arrangements.
  • Prepare invoices, fax, and photocopy, sort and distribute incoming mail, and process outgoing mail.
  • Establish and maintain the departmental filing system.
  • Handle correspondence, both verbal and written, on behalf of the executive(s).
  • Build relationships with key stakeholders, including elected officials' representatives, SCRRA staff, and external customers.
  • Work with designated administrative assistants to process necessary paperwork and/or documentation.
  • Assist in the monitoring of the Department budget, review trends, and report issues to be resolved.
  • Serve as a liaison between agencies, programs, and departments.
  • Assists in the final preparation and organization of Committee agendas.
  • Prepare the executive and functional teams for meetings, including providing briefings and talking points, transcribing meeting minutes, performing research, developing presentations, preparing meeting materials, and coordinating work with other staff members.
  • Process various forms and paperwork, such as expense reports, purchase orders, check requests, grant applications, departmental budgets, etc.
Requirements
  • Associates Degree or its equivalent.
  • A minimum of six (6) years' experience in a secretarial or administrative office role.
  • A minimum of two (2) years supporting senior level executives, department heads or supporting a Board of Directors or Executive Committee work at the staff level.
  • Valid Class C Driver's license with a satisfactory driving record of no more than two moving violations and no DUI's within the last three years.
Preferred Qualifications
  • Knowledge of SCRRA, policies, procedures, and office practices and procedures.
  • Tracking budgets and expenditures.
  • Advanced proficiency in Microsoft Office.
  • Planning and organization with the ability to meet deadlines.
  • Effective communication skills verbally and in writing.
Working Conditions

The position requires work in a normal office environment with little exposure to excessive noise, dust, or temperature. Work may also be conducted in outdoor environments, at construction sites, Railroad Track and Right-of-Way environments, and warehouse environments, with possible exposure to individuals who are hostile or irate, moving mechanical parts, and loud noises (85+ decibels, such as heavy trucks, construction, etc.)

Selection Process

Following a review of applications and resumes, the most highly qualified candidates will be invited to continue in the selection process. Eligible applicants will be notified of the exact time and place of assessments and interviews. Candidates will be interviewed to determine their relative knowledge, skills, and abilities in job-related areas. Offers of employment may be contingent upon the successful completion of a reference check(s), including degree verification and a criminal records check provided through SCRRA.

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