Administrative Executive Assistant

1 week ago

Sacramento, California, United States Sacramento County CA Full time

Position Overview

Join a distinguished organization recognized as one of the best employers. The Executive Secretary plays a pivotal role in providing comprehensive administrative and secretarial support to high-level management, including County Agency Administrators and Department Directors. This position requires a high degree of independent judgment and 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 various stakeholders, including staff and the public, while also coordinating essential activities such as training sessions, travel arrangements, meetings, and other significant 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 preparation practices.
  • Recordkeeping techniques for both physical and digital files.
  • Standards for business correspondence, including the creation and formatting of memos and letters.
  • Leadership principles, including supervision, mentoring, and training.
  • Office procedures and equipment, including proficiency in various software applications such as word processing and spreadsheets.
  • Proper usage of English, including spelling, grammar, and punctuation.
Ability to:
  • Provide diverse and confidential executive-level administrative support.
  • Organize tasks, prioritize effectively, and meet critical deadlines.
  • Analyze situations accurately and determine appropriate actions.
  • Exercise discretion, initiative, and independent judgment.
  • Maintain composure in challenging situations.
  • Navigate various software systems to efficiently manage information.
  • Independently draft a range of written documents, including memos and procedural guidelines.
  • Plan, coordinate, and oversee the work of staff members.
  • Foster effective communication and collaboration with colleagues.
  • Uphold accountability for actions and decisions.
  • Interpret and apply relevant laws and regulations.
  • Deliver exceptional customer service by identifying and addressing needs.
  • Handle confidential information with the utmost discretion.

Employment Requirements

Minimum Qualifications:
Either: Two years of full-time paid experience in a secretarial or administrative assistant role within a government agency, directly supporting a manager or higher-level position.
Or: Four years of full-time paid clerical experience with primary responsibilities including: a) managing a supervisor's calendar, b) preparing meeting materials and taking minutes, and c) screening and routing communications.

General Qualifications
Background checks may be conducted as part of the hiring process. Candidates must possess reliable transportation for occasional duties at alternative worksites.
Probationary Period: The probationary period for this classification is six months.

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