Executive Assistant II at Search Pros Staffing

Job Description:

Latest job information from Search Pros Staffing for the position of Executive Assistant II. If the Executive Assistant II vacancy in San Carlos, CA matches your qualifications, please submit your latest application or CV directly through the updated Jobkos job portal.

Please note that applying for a job may not always be easy, as new candidates must meet certain qualifications and requirements set by the company. We hope the career opportunity at Search Pros Staffing for the position of Executive Assistant II below matches your qualifications.

The Executive Assistant II position reports to the Chief Communications Officer and is responsible for performing administrative, secretarial, and office-manager duties for the Chief Communications Officer and department leaders in support of the District, the Board, Transportation Authority (TA), and the Express Lanes JPA (101 Express Lanes JPA). This position will work in-person from the District's headquarters. Examples of Essential Functions: • Produce reports, spreadsheets and graphs utilizing word processing, spreadsheet and finance programs. • Assist in monitoring performance on projects, programs, and schedules.. Tracks timelines and deliverables. • Monitor budgets and coordinate budget cycle deliverables; assist cost center managers with data entry. • Coordinate calendar for Chief Communications Officer and establishes a schedule of meetings/appointments. • Provide administrative support to department leaders by drafting meeting agendas, taking notes, logging and tracking action items. • Proof-read and properly format presentations, reports, and correspondence. • Serve as liaison for Chief Officer with internal/external stakeholders as needed. Examples of Duties: • Support Chief in preparation for essential tasks, including community and internal meetings and communications, correspondence, budgeting and expense reports. • Serve as office manager for the Communications Department; schedule and coordinate meetings, AV set-up, travel arrangements, order and organize office supplies. • Process invoices, online requisitions (OLRs), purchase orders, expense reports, p-card reconciliations, vouchers and reimbursements for all cost center managers in the Communications Division as needed. • Document administrative processes for Communications Division; maintain organized digital (SharePoint) and physical filing systems. • Provide administrative and budget onboarding training for new Division staff. • Respond to telephone inquiries and/or direct callers to appropriate staff. Draft correspondence such as thank you notes as needed. • Provide administrative support for the Division's move to the new District headquarters in Millbrae, including document retention, destruction, digitization, and organization of materials and supplies requiring storage. • Handle confidential information with discretion. • Assist in coordination, set-up, and clean-up for the Division's All-Hands meetings, special events, and off-sites with internal and external contacts. • Perform all job duties and responsibilities in a safe manner to protect yourself, fellow employees and the public from injury or harm. Promote safety awareness and follow safety procedures in an effort to reduce or eliminate accidents. • Perform other duties as assigned. Minimum Qualifications: Sufficient education, training and experience to demonstrate the knowledge and ability to successfully perform the essential functions of the position. Development of the required knowledge and abilities is typically obtained through but not limited to: • Three (3) years' experience performing executive administration or assistant duties similar to those mentioned above. Preferred Qualifications: • Proficient in Word and Excel or similar programs. • Possess excellent oral and written communication skills. • Organized and efficient in handling a multitude of functions and duties. • Able to work in a dynamic, fast-paced work environment. • Able to collaborate and work in a team setting. Ability to pass Background, Drug Screen and if applicable Medical Screenings (i.e. Vision, Hearing, or Physical) if Required by Client. Medical, dental, vision, ancillary coverage and 401k benefits are available.

Job Info:

• Company: Search Pros Staffing
• Position: Executive Assistant II
• Work Location: San Carlos, CA
• Country: US

How to Submit an Application:

After reading and understanding the criteria and minimum qualification requirements explained in the job information Executive Assistant II at the office San Carlos, CA above, immediately complete the job application files such as a job application letter, CV, photocopy of diploma, transcript, and other supplements as explained above. Submit via the Next Page link below.