Executive Assistant to the CEO

$76,375 - $118,381/Yr

Metro Link - Los Angeles, CA

Full-time - Entry Level

Onsite - Los Angeles, CA

Transit and Ground Passenger Transportation

About the position

The Executive Assistant to the CEO at the Southern California Regional Rail Authority (SCRRA) is responsible for providing complex secretarial and administrative support to the Chief Executive Officer. This role requires discretion and independent judgment to manage the CEO's records and budget effectively. The position involves coordinating meetings, handling correspondence, and ensuring the CEO is prepared for engagements, while also building relationships with key stakeholders.

Responsibilities

• Provide general office support for the CEO, including receiving and sending mail, screening phone calls, and coordinating meetings and events.
• Manage the CEO's calendar, setting up meetings and screening office visitors and telephone callers.
• Handle, delegate, or assist with projects and matters of importance to the CEO, overseeing status tracking and completion of initiatives.
• Oversee and coordinate incoming information to the Executive Office, including the CEO's correspondence.
• Respond to requests from internal and external sources, providing information on regulations, policies, and procedures.
• Ensure timely and well-coordinated communications from the Executive Office.
• Prepare the CEO for meetings, presentations, and events by anticipating needs for information and materials.
• Conduct follow-up on action items and keep the CEO informed of progress or completion.
• Manage office support functions and direct the work activities of assigned administrative support functions.
• Manage the CEO's budget, including expense reimbursements and invoices.
• Build relationships with key stakeholders, including elected officials and SCRRA staff.
• Administer the SCRRA recordkeeping and retention schedule for the Office of the CEO.
• Work with administrative assistants to process necessary paperwork and documentation.
• Support and coordinate with Board Secretary and Executive departmental administrative staff as needed.
• Establish and maintain the departmental filing system.
• Coordinate Form 700 distribution and completion.

Requirements

• Associate's degree in Business Administration or relevant field.
• A minimum of four (4) years of work experience in a secretarial or administrative office role.
• A minimum of two (2) years supporting senior-level executives or a Board of Directors.

Nice-to-haves

• Advanced relevant coursework may substitute for a portion of required experience.
• Experience in public agency regulations and procedures.

Benefits

• Health insurance with multiple plan options through CalPERS.
• Dental insurance with full premium coverage for employees and dependents.
• Vision insurance with full premium coverage for employees and dependents.
• Flexible Spending Accounts (FSA) for medical and dependent care expenses.
• Group term life insurance and voluntary life insurance options.
• Accidental death and dismemberment insurance.
• Short-term and long-term disability coverage.
• Paid time off (PTO) with increasing accrual rates based on years of service.
• Employee Assistance Program (EAP) for confidential counseling services.
• Educational assistance for tuition reimbursement up to $1,000 per fiscal year.
• Professional memberships reimbursement up to $300 per year.
• Transportation passes for unlimited access to Metrolink lines and other transit systems.