The Southern California Regional Rail Authority (SCRRA), operator of the METROLINK Commuter Rail System, is seeking an Executive Assistant to the CEO who will provide complex secretarial and administrative services to the CEO. The position will use discretion and independent judgment to ensure the effective day to day management and budget of the Office of the CEO.

TO APPLY:  This recruitment will have a review of applications beginning November 18, 2019.  Interested applicants are encouraged to apply immediately.

The duties listed below are intended to describe the general nature and level of work being performed and are not to be interpreted as an exhaustive list of responsibilities.

• Provide executive level office support for the CEO, including receiving and sending mail, screening phone calls, delivering messages, coordinating meetings and events.
• Manage the CEO's calendar, including setting up meetings per the CEO's request, per agency staff requests, and with external stakeholder; perform screening of office visitors and telephone callers.
• Directly handle, delegate or assist with projects and matters of importance to the CEO, overseeing status tracking and completion of all initiatives initiated by the CEO, or the Executive Office.
• Oversee and coordinate incoming information to the Executive Office, including the CEO's correspondence, both verbal and written.
• Respond to requests from internal and external sources; provide information on regulations, policies and procedures and other public agency requirements.
• Ensure communications from the Executive Office are well-coordinated and timely.
• Ensure the CEO is fully prepared for meetings, presentations, and events by anticipating the CEO's needs for information/materials and speaking engagements.
• Provide personal leadership that encourages employee productivity and responsiveness to the needs of the CEO.
• Conduct follow up on action items, monitor progression, and completion of those items, and keep the CEO informed of progress or completion.
• Manage executive office support functions; direct the work activities of assigned administrative support functions of the Executive Office.
• Manage the CEO's budget including expense reimbursements, invoices from outside consultants and others who may have contracts working on behalf of the Office of the CEO.
• Build relationships with key internal and external stakeholders, elected officials, representatives, and SCRRA staff.
• Administer the SCRRA recordkeeping and retention schedule for the Office of the CEO.
• Work with designated administrative assistants to process necessary paperwork and/or documentation (i.e. preparing check requests, entering requisitions, logistics for meetings, etc.)
• Support and closely coordinate with Board Secretary, Chief and Executive departmental administrative staff, as needed.
• May direct and check the work of other administrative staff.
• Establish and maintain the departmental filing system.
• Perform other related duties as assigned.

• Receives general oversight from the CEO
• This position has no formal supervisory responsibilities

Education and Experience

• A minimum of (5) years of work experience in a secretarial or administrative office role
• A minimum of (5) years supporting senior level executives or department heads
• A valid Class "C" California driver's license with a satisfactory driving record of no more than 3 moving violations and no DUI's within the last 3 years.

• SCRRA, policies, procedures, and regulations.
• General office practices and procedures.
• Laws, rules, and procedures pertaining to notices, minutes, records, reports, agendas, materials and correspondence for a public agency.
• Public sector and political environment.

• Advanced proficiency in Microsoft Office.
• Planning and organization with the ability to meet deadlines.
• Effective communication skills verbally and in writing.

• Develop and write reports, policies, and correspondence.
• Analyze reports and organizational items presented to the CEO, identify areas for improvement and recommend solutions.
• Handle common inquiries or complaints, and other sensitive or highly confidential concerns.
• Exercise good judgment and focus on detail as required by the job.
• Collect, organize, and interpret data and prepare accurate records.
• Adapt to changes in work situations and priorities.
• Understand when matters are sensitive or confidential in nature and employ strict discretion.
• Address the needs of internal and external customers accurately and promptly, treating customers with fairness and respect.

• Transition between standing, walking and sitting at varying lengths of time
• Climb or balance and stoop, kneel, crouch or crawl
• Use hands to finger, handle, feel and grasp tools to perform the duties of the position
• Ability to lift, hold and move objects up to 25 lbs
• Hear and perceive the nature of sounds
• Listen and express or exchange ideas by means of spoken words
• Adjust visual focus

Selection Process:
Following a review of resumes and/or applications, the most highly qualified candidates will be invited to continue in the selection process.  Eligible applicants will be notified of the exact time and place of assessments and interview.  Candidates will be interviewed to determine their relative knowledge, skills and ability in job related areas.  Offers of employment may be contingent upon successful completion of a reference check, including degree verification and criminal records check provided through SCRRA.

Internal Candidates: Employees with active discipline as defined in the HR Policy No. 5.3 Positive Discipline Program and/or with performance that does not meet the standard for "meets expectations" as defined in the Performance Planning and Appraisal Process may be precluded from consideration and placement in the position.

In compliance with the Americans with Disabilities Act, the SCRRA will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

The SCRRA is an Equal Opportunity Employer. EEO/ADA