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 artificial intelligence tools) for business functions and program, project, and task coordination.
• Principles of digital accessibility, information security, privacy, version control, and responsible technology use.
• Principles and practices of budget preparation and administration.
• Principles and practices of employee supervision, including performance evaluation and progressive discipline.
• METRO policies and procedures.
• Applicable federal, state, and local laws and regulations pertaining to the area of assignment.

Ability to:

• Exercise independent judgment in prioritizing competing demands, protecting executive attention, identifying what requires CEO action, and resolving or routing matters within delegated authority.
• Anticipate needs, recognize patterns and emerging risks, prepare several steps ahead, and act proactively with minimal instruction.
• Design, document, administer, and continuously improve reliable administrative systems, procedures, controls, service standards, records management practices, and continuity of operations.
• Exercise a high level of discretion, integrity, professionalism, and sound judgment when handling confidential, privileged, personnel, labor, legal, political, security-sensitive, or reputational matters.
• Communicate and coordinate effectively with Board members, employees, community representatives, public officials, stakeholders, and members of the public while maintaining composure, neutrality, credibility, and professionalism under pressure.
• Research, verify, analyze, and synthesize complex or incomplete information into concise executive briefings, correspondence, reports, minutes, agendas, presentations, resolutions, decision materials.
• Listen critically, distinguish discussion from direction, accurately document decisions and actions, prepare concise minutes for public meetings and hearings, and ensure timely follow-through.
• Manage multiple high-priority or high-consequence assignments, shifting priorities, addressing interruptions, and firm deadlines while maintaining accuracy, responsiveness, and attention to detail.
• Establish and maintain effective, trusted working relationships while preserving appropriate boundaries, confidentiality, fairness, and political awareness.
• Work independently, make sound decisions within delegated authority, recognize when consultation is required, and promptly escalate risks, issues, or uncertainties.
• Adapt quickly to changing priorities, leadership needs, legal requirements, technology, and organizational conditions while maintaining reliable effective administrative systems and operations.
• Coordinate complex administrative and legally required functions with the CEO, General Counsel, Human Resources, Finance, Information Technology, and other responsible departments to ensure timely and effective execution of organizational priorities.
• Deliver clear direction on behalf of the CEO within delegated limits.
• Create and maintain secure, searchable, well-governed systems for filing, retrieving, sharing, retaining, and disposing of electronic and physical records.
• Supervise and motivate subordinate staff effectively.
• Interpret, explain, and ensure compliance with relevant laws, policies, regulations, and requirements.
• Proficiently and effectively use 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 artificial intelligence tools).

MINIMUM QUALIFICATIONS

Any combination of education and experience that would likely provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain them would be:

Education, Training and Experience:

Seven (7) years of progressively responsible executive-level administrative experience supporting a chief executive, governing board, elected official, or comparable senior leader, including at least three (3) years supervising administrative staff or leading a complex executive office function. Experience in a public agency and direct responsibility for governing-board processes are highly desirable. A bachelor's degree in public administration, business administration, communications, organizational leadership, or a related field is preferred. Additional qualifying experience may substitute for education.

LICENSES AND CERTIFICATES

A valid California Class C driver license and a safe driving record are required at the time of appointment and must be maintained throughout employment.

SPECIAL REQUIREMENTS

• Must be available to work extended or irregular hours, including early mornings, evenings, and occasional weekends, as required by Board meetings, executive commitments, emergencies, travel, and operational needs.
• Must maintain the strictest confidentiality and comply with applicable requirements governing privileged, personnel, labor, legal, privacy-protected, and closed-session information.
• Must maintain current knowledge and complete assigned professional development related to public meetings, ethics, public records, records management, accessibility, information security, supervision, and evolving executive-office technology.

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to finger, manipulate, handle, feel or operate objects, tools or controls; reach with hands and arms; and perform repetitive movements of hands or wrists. The employee is regularly required to bend and twist at the neck, reach with hands and arms.  Occasional standing, walking, overhead reaching and lifting up to 10 pounds unaided is required.   Specific visual abilities required for this job include close vision, distance vision, and the ability to adjust focus. 

Mental Demands:

While performing the duties of this job, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied/abusive individuals.

Safety:

Any required Personal Protective Equipment (PPE) will be provided. 

Work Environment:

The employee primarily works in an office environment where the noise level is usually quiet. Work may also occur at Board and community meeting locations, agency facilities, or off-site events. The position requires a flexible schedule and may include limited remote work when authorized and operationally appropriate.

OTHER CONDITIONS OF EMPLOYMENT

Must pass requisite background check.

*Adopted:             November 2017  

*BOD Approved   01-26-18                                                                                                              

*Proposed Revision:           08-14-26

*Job Family:           Professional - Administration

This employer does not sponsor applicants for work visas.

Health and Welfare Benefits for Management Staff

Employees are eligible for benefits on the first day of the month following the date of hire, unless otherwise noted below.

Medical Insurance:  For employee and qualified dependents. Choice between multiple HMO and PPO plans. Santa Cruz METRO contributes 95% of the monthly premium costs for any plan, employee responsibility is 5%. Premium participation continues after retirement.

Dental Insurance:  Premium paid by Santa Cruz Metro for employee and qualified dependents.

Vision Insurance:  Premium paid by Santa Cruz Metro for employee and qualified dependents.

CalPERS Retirement Pension:  

2.5% at 55 - Employees who are vested and were hired before January 1, 2013, directly from another CalPERS-covered agency are eligible for the "Classic" CalPERS pension formula of 2.5% at age 55. Employees hired on or after January 1, 2013, who had prior CalPERS membership and a break in service of six months or less, will also retain the "Classic" formula of 2.5% at age 55.

2% at 62 for PEPRA CalPERS members - Those hired on or after January 1, 2013, who are new to CalPERS or have not worked for a CalPERS-covered agency in the past six months are subject to the Public Employees' Pension Reform Act (PEPRA) and receive the 2% at age 62 formula.

457(b) Deferred Compensation Plan:  Two plan providers available. Similar to 401(k)

Empower: https://participant.empower-retirement.com  

Voya: https://login.voya.com

Life/AD&D Insurance:   $50,000 Life coverage. $50,000 AD&D coverage provided by Santa Cruz Metro.  Additional Life/AD&D coverage is available at employee cost.                

Long Term Disability Insurance:  Available after one year of service. Premium paid by Santa Cruz Metro. Monthly maximum  benefit of $10,000.00.

Employee Assistance Program:  Confidential mental, financial, legal and other assistance.

Premium paid by METRO. https://www.anthemeap.com/prism

Tickets at Work: Discounted rate program. https://www.ticketsatwork.com (Use code SCMPERKS)

Pet Insurance: Discounted rate program. https://figopetinsurance.com (Request QR Code)