Executive Assistant

Position is open until filled.  Submit resumes attention of Tamara Edwards Director of Finance via email at [email protected]. Please note that physical copies will NOT be accepted. 

The Executive Assistant provides administrative support to all LAVTA staff and the Board of Directors.  This position is responsible for: staffing the Authority’s front desk and providing initial contact with the public either in person or on the telephone, preparing all information relevant to meetings of the Board of Directors, purchasing office supplies, selling tickets to the general public, processing incoming and outgoing mail, typing, filing and other clerical duties as assigned.  

Specific Duties and Responsibilities:

30% Receptionist Responsibilities  

• Greet the public politely over the telephone and/or in person and direct inquiries to proper sources or takes messages.
• Open, date and sort incoming mail and responds to routine information requests.
• Process ticket orders received through the mail and sell Wheels tickets over the counter to customers.
• Prepare outgoing mail and packages.  

  30% Board of Directors Support  

• Prepare all documentation for Board of Directors meetings including agendas, meeting materials, and postings in conformance with the Brown Act.
• Take and transcribe minutes of the Board of Directors and committee meetings, as assigned.
• Register LAVTA Board members for conference, workshops/seminars and coordinates travel and hotel arrangements.

  30% General Office Duties  

• Monitor, purchase and replenish office supplies as needed.
• Monitor, purchase and replenish kitchen supplies and refreshments as needed.
• Oversee maintenance and usage of general office equipment (i.e., copy machine, laser printer, fax machine and postage meter).
• Copy various files, forms, documents, memos, and distribute to appropriate individuals.
• Organize and maintain administrative filing systems for LAVTA correspondence, minutes and vendor invoices.
• Organize and maintain archived files in accordance with LAVTA Record Retention Policy.
• Supervise, when assigned, work of temporary clerical and part-time help.
• Prepare vendor purchase orders.
• Maintain Multipurpose Room, Vehicles, etc. scheduling calendars.  

 10% Other duties as assigned  

 Behavior  

The employee shall work well under pressure meeting multiple and sometimes competing deadlines.  The employee shall at all times demonstrate cooperative behavior with colleagues, supervisors, contract service provider, and the public.  

Knowledge, Skills and Abilities:

 Required Skills & Abilities:  

• Ability to work with employees at all levels of the organization  
• Ability to meet frequent and multiple deadlines  
• Ability to type quickly and accurately  
• Ability to proofread  
• Must have commitment to LAVTA’s standard for exceptional customer service  
• Must be reliable and willing to take ownership of work products and responsibilities  
• Ability to prioritize requests from a variety of individuals and departments  

 Desired Experience:  

Experience working with a Board and elected or governmental officials is desirable.  

 Knowledge of:  

• General office equipment  
• Microsoft Word and Excel  
• Adobe Acrobat  

Organizational Relationships

Position reports directly to:  

• Director of Finance  

Position coordinates with:  

• LAVTA’s Executive Director  
• LAVTA’s Board of Directors   
• All LAVTA staff  
• LAVTA’s contract service provider and other outside vendors  
• The public  

 QUALIFICATIONS  

Requires five years of experience in a comparable position.   

BENEFITS 

Retirement 

• CalPERS (California Public Employees’ Retirement System) – Plan and employee contribution dependent on any prior qualifying employment 

• Authority does not contribute to social security 

Annual Leave 

• 176 hours of general leave time for years 1-5 of employment 

• 216 hours of general leave time following the fifth year of employment 

• 12 paid holidays per year 

Insurance 

• (With one possible exception for health care for which the employee may be responsible for partial payment for coverage, Authority pays employer AND employee contribution for all insurance coverage) 

• Employee and dependent health care is provided through CalPERS 

• Employee and dependent dental and vision coverage 

• Disability insurance 

• Life insurance at 1 ½ times the employee salary 

Additional Benefits 

Professional Development – Authority pays for expenses for attendance at professional meetings in accordance with Board adopted budget ) years’ experience plus an equivalent combination of education and experience.

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