Executive Coordinator

About the role

The Executive Coordinator supports the General Manager/CEO of AC Transit, performing a wide range of confidential administrative functions and projects.

Responsibilities

• Responds to inquiries and correspondence from the public, elected officials, attorneys, public and private agencies, District staff, and the Board of Directors.
• Completes critical and time-sensitive documentation and provides confidential assistance to the communication efforts of the General Manager’s office.
• Serves as the executive's administrative gatekeeper by evaluating requests, exercising discretion regarding access to the executive, independently resolving matters within delegated authority, and ensuring executive attention is focused on issues of the highest organizational significance.
• Captures and coordinates executive meetings, Board-related activities, conferences, public engagements, and committee assignments.
• Develops and maintains executive tracking systems for strategic initiatives, Board actions, executive directives, assignments, correspondence, and organizational priorities; proactively monitors progress, follows up with responsible parties, and ensures timely completion of executive deliverables.
• Researches, analyzes, and presents data for reports and other documents.
• Screens calls and visitors and responds to highly critical inquiries by telephone, regular mail, and email.
• Maintains schedules and calendars and coordinates travel arrangements, meetings, and conferences.
• Maintains highly confidential executive, legal, labor relations, personnel, financial, and organizational records and information in accordance with applicable laws, District policies, and records retention requirements.
• Interprets and explains highly complex District and organizational policies, rules, and regulations in response to inquiries from internal and external sources.
• Exercises direct supervision over assigned subordinate staff; assigns, supervises, and monitors work.
• Trains executive administrative staff regarding department requirements and procedures; develops, implements, and continuously improves executive office administrative procedures, workflow processes, records management practices, and organizational systems to promote operational effectiveness and consistency.
• Composes and supervises the preparation of reports, policies, procedures, and operating manuals, as well as letters and other correspondence.
• Proofreads for accuracy, correct form, content and proper English usage.
• Prepares and administers the budget for the executive office to which assigned; prepares monitors expenses and prepares budget reports.
• Takes meeting minutes and notes and prepares transcriptions and other records.
• Collaborates with executive management, legal counsel, Human Resources, and labor relations staff on confidential matters.
• Orders and purchases supplies, equipment, and services.
• Organizes and maintains a wide variety of electronic and paper files and other critical documents.

Requirements

Equivalent to six (6) years of increasingly responsible administrative support and office clerical experience that involved frequent public contact, including at least two (2) years as the primary support to an executive, department head, or director-level role.

Qualifications

• Education: Graduation from high school or has attained a General Education Diploma (GED), California High School Proficiency Certificate, or equivalent.
• Experience: Equivalent to six (6) years of increasingly responsible administrative support and office clerical experience that involved frequent public contact, including at least two (2) years as the primary support to an executive, department head, or director-level role.

Skills

• Excellent interpersonal and communication skills.
• Ability to handle confidential information with discretion.
• Strong organizational and prioritization skills.
• Proficient in Microsoft Office Suite.
• Ability to manage multiple projects simultaneously.
• Knowledge of labor relations and personnel policies.

Benefits

AC Transit offers a comprehensive benefits package including medical, dental, vision, flexible spending accounts, 457 savings plan, and a pension plan. The transit professionals who call AC Transit home represent the rich cultural diversity of the Bay Area and are committed to being an equal opportunity employer.

Pay

Details on pay are not specified in the job posting.

Schedule

Details on schedule are not specified in the job posting.