Senior Executive Assistant

Salary Range:

• $45.50 - $63.88
• At Santa Cruz METRO, we care about moving people. We strive to attract, develop and retain a talented and diverse workforce. Many of our employees have worked for us for more than 20 years and come from diverse, cultural and professional backgrounds. METRO promotes high performance, diversity and equal employment opportunities.

At METRO, you will enjoy a competitive salary, CALPERS pension, a robust health/dental/vision benefit program, public service loan forgiveness program, 457 plans, career development, free bus passes, and longevity pay.

DEFINITION

Reports to the Chief Executive Officer (CEO). Under minimal direction, the Senior Executive Assistant serves as the CEO's primary executive administrative partner and manages the day-to-day operations of the Office of the CEO and the Administration Department; strategically manages the CEO's time and attention; serves as Recording Secretary to the Board of Directors and manages governance processes in accordance with applicable laws and regulations; handles highly confidential and politically sensitive matters; coordinates across departments and with external partners; supervises assigned administrative staff; and performs other related duties as assigned.

DISTINGUISHING CHARACTERISTICS

This is a management classification with direct access to the CEO and Board of Directors, responsibility for Board governance processes, and authority to coordinate work across organizational lines on the CEO's behalf. The incumbent is expected to operate proactively, identify emerging issues, resolve routine matters before they reach the CEO, and present matters requiring executive attention with the context, options, deadlines, and recommended next steps needed for timely action. The incumbent may communicate direction, obtain information, establish administrative deadlines, and monitor completion on behalf of the CEO, but does not independently establish policy or exercise authority reserved to the CEO or Board. The position is distinguished by the scope, sensitivity, and consequence of work performed and exercising substantial independent judgment and handling highly confidential and politically sensitive matters and/or information. The position requires exceptional discretion, judgment, organization, writing and interpersonal skills, and knowledge of public agency governance.

EXAMPLES OF DUTIES AND RESPONSIBILITIES

The duties listed below represent the principal types of work that may be performed. The omission of a specific duty does not exclude it when the work is related to the purpose of the classification or is a logical assignment to the position.

CEO Executive Support and Workflow Management:

• •Serves as the CEO's principal executive administrative partner and directs the day-to-day administrative operations of the Office of the CEO and Administration Department.
• •Acts as the primary point of collaboration and manages CEO’s access, communications, priorities, commitments, and workflow systems to ensure effective execution of executive objectives.
• •Oversees the CEO's calendar, meetings, travel, and engagements to align executive time with Santa Cruz METRO and Board priorities.
• •Prepares, reviews, controls quality of, and monitors executive briefings, correspondence, presentations, memoranda, reports, confidential communications, and other materials to support decision-making and stakeholder communications.
• •Coordinates Executive Leadership Team operations and workflows, including calendars, agendas, action tracking, cross-department initiatives, and follow-through on executive directives.
• •Represents the CEO as assigned; builds and maintains effective working relationships and communication channels with Board members, employees, community partners, public officials and their staff, consultants, and other stakeholders.
• •Administers assigned ethics, compliance, disclosure, training, and governance requirements in accordance with applicable laws and regulations.
• •Coordinates with the CEO and General Counsel to ensure Board and committee operations comply with Brown Act requirements, Santa Cruz METRO bylaws and policies, and applicable regulations.
• •Identifies, tracks, and facilitates resolution of high-priority, high-risk, politically sensitive, or time sensitive matters affecting Santa Cruz Metro operations.
• •Researches, analyzes, and presents information, recommendations, options, and sensitive issues requiring executive review and action.

Board Governance and Liaison Responsibilities:

• •Directs the planning, preparation, quality control, publication, distribution, accessibility, and retention of Board and committee meeting schedules, agendas, packets, minutes, official records, and related governance activities.
• •Serves as Recording Secretary and maintains the official records of Board actions, resolutions, ordinances, proceedings, and implementation activities; coordinates execution of approved documents, publication and retention of resolutions and ordinances, and completion of legally required post-meeting actions.
• •Manages the annual and recurring calendar and governance processes, including statutory deadlines, agenda cycles, member appointments and terms, evaluations, vacancies, onboarding, training compliance, committee assignments, compensation, reimbursements, and stakeholder communications.

Administrative Operations and Team Leadership:

• •Oversees administrative support for the Board, CEO, Executive Leadership Team, advisory committees, and agency-wide executive activities.
• •Facilitates and maintains effective communication among Board members, the CEO, General Counsel, staff, appointing jurisdictions, and other stakeholders.
• •Establishes and maintains administrative procedures, workflows, manuals, service standards, templates/documents, records management practices, continuity plans, and quality control systems.
• •Selects, supervises, trains, develops, and evaluates assigned staff; assigns work; monitors performance; and ensures continuity of critical administrative functions.
• •Develops, processes/administers, and monitors assigned budgets, contracts, procurement activities, expenses, travel, vendors, and administrative resources.
• •Designs, implements, and continuously improves administrative systems, databases, workflows, records management practices, and technology solutions.

Executive Projects and Agency Coordination:

• •Leads or coordinates special projects, cross-functional initiatives, Santa Cruz METRO events, recognition programs, and strategic assignments on behalf of the CEO.
• •Establishes and maintains secure executive, governance, and operational records while ensuring compliance with records retention, public records, privacy, cybersecurity, accessibility, and related requirements.
• •Travel to various locations within and outside Santa Cruz County and work outside regular business hours as required.
• •Performs other duties as assigned.

EMPLOYMENT STANDARDS

Knowledge of:

• •Principles and practices of executive office management, Board and committee administration, agenda development, meeting preparation, records and information management, document control, and administrative workflow design.
• •Executive-level business writing, editing, proofreading, presentation development, briefing methods, grammar, punctuation, and audience-appropriate communication techniques.
• •Principles and practices of supervision, coaching, performance management, project coordination, workload planning, process improvement, budgeting, purchasing, and vendor management.
• •Advanced principles and practices using software applications and communication tools (including, but not limited to, Microsoft 365, including Outlook, Teams, Word, PowerPoint, Excel, SharePoint, and OneDrive; Adobe Acrobat; Board agenda and records systems; task and workflow automation; web content management; virtual and hybrid meeting technology; and agency-approved artifici