Executive Assistant II
Caltrain, Millbrae, CA, United States
Executive Assistant II reports to the Chief of Safety and Deputy Executive Director, Caltrain. The role provides full‑range administrative support services for Rail Chiefs (Rail Safety, Rail Design and Construction, and Caltrain Modernization Program), performing complex and confidential support services at the executive level for these departments for the PCJPB (Caltrain).
Essential Functions & Duties
Engage professionally and tactfully with Board Members, elected officials, regulatory agencies, tenant railroads, transportation agencies, business associates, contractors, vendors, transportation professionals, and others at the division/executive levels on a regular basis.
Manage and maintain calendar (Microsoft Outlook) for the Chiefs (Rail Design and Construction, Caltrain Modernization and Rail Safety). Keep Chiefs advised of scheduled meetings, appointments and events and resolve scheduling conflicts. Anticipate scheduling needs and proactively adjust priorities.
Receive and screen telephone calls and requests, greet visitors, arrange travel plans. Intake and distribute messages. Coordinate activities and/or responses by others in the Division or with other departments and external parties as appropriate.
Receive, review, and prioritize incoming mail and correspondence for action and response. Utilize knowledge of district, division, department functions, and the preference of the Chief/Executive, redirect mail or correspondence to others for response and/or action. Follow up to ensure timely response.
Utilize advanced knowledge of Microsoft Office software (Word, Excel, PowerPoint, Access) to create and update spreadsheets, reports, tables, graphs, agendas, presentations, manage and store data, and perform basic analysis. Gather, review, and assemble data as required. Maintain division and Chief/Executive files in an orderly and timely fashion.
Support the Executive branch and Department Chiefs for Departments and Rail All Hands meetings and events, including internal and external stakeholders.
Perform as the backup administrative support for Caltrain ED and Executive Office in the absence of the Executive Assistant III.
Support departments in collaboration with shared services contract and procurement for work directive preparation and contracts.
Examples of Essential Duties
Manage Purchase Card (P‑Card) account and expenses. Process reimbursement requests for expenses, complete voucher forms, reconcile as necessary for replenishment.
Maintain appropriate level of office supplies. Order, store and issue office supplies. Ensure that amenities such as coffee, refreshments, lunch, etc. are available when needed.
Develop and maintain Department administrative task matrix; assign and track tasks among all administrative support staff.
Manage and track office supplies and district supply accounts.
Transcribe electronic, recorded and/or handwritten notes, or produce signature‑ready copy. Proof and correct format, grammar, punctuation and spelling as needed.
Accept all invoices for departments, prepare for review and approval.
Prepare all forms required for staff on‑boarding and exiting.
Develop and maintain Department roster and emergency contact list.
Manage and maintain Department PTO calendars.
Support Department Chief on updating and maintaining Department Organization Charts.
Perform travel arrangements and prepare expense reports for Department Chiefs.
Perform logistics planning and coordination required for all department events.
Review and audit department supply invoice for payments.
Prepare letters, meeting agendas, internal office memos, official correspondence requested by the department chiefs as needed.
Support Safety with coordination of safety weekend on‑call list and safety.
Maintain office safety through proper organization of office and common areas, files, and related office support fixtures and equipment.
Perform all job duties and responsibilities in a safe manner to protect yourself, fellow employees and the public from injury or harm.
Promote safety awareness and follow safety procedures to reduce or eliminate accidents.
Perform other duties as assigned by the Deputy Executive Director, Project Delivery & Cal Mod, Chiefs Safety Officer and Executive Branch.
Minimum Qualifications
High School Diploma or GED equivalent.
Three years of full‑time experience providing executive level support.
Preferred Qualifications
Proficient in using Microsoft 365 applications (Teams) and Zoom software, Outlook and SharePoint.
Prior experience working in a construction organization or capital improvement is helpful.
Proficient with PeopleSoft enterprise software.
Effective communication skills both orally and in writing.
Ability to handle multiple and complex work assignments and handle confidential/sensitive information.
Possess basic knowledge of PowerPoint, Access.
Able to perform duties and support functions with minimal supervision.
Exceptional time management and organizational skills.
Valid CA Driver’s license is preferred or the ability to obtain one within 6 months of employment.
Preferred professional attributes
Ability to demonstrate professionalism and discernment as a frontline representative of the design & construction division.
Capable of working in a collaborative environment within the department, the Caltrain organization and with district partners.
Attention to detail.
Capable of following policies and procedures.
The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities upon request. If you have a need for an accommodation, please contact the Human Resources Department.
We celebrate diversity and are committed to creating an inclusive and welcoming workplace environment. We are an affirmative action/equal opportunity employer. Minorities, Women, Persons with Disabilities and Veterans are encouraged to apply.
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Essential Functions & Duties
Engage professionally and tactfully with Board Members, elected officials, regulatory agencies, tenant railroads, transportation agencies, business associates, contractors, vendors, transportation professionals, and others at the division/executive levels on a regular basis.
Manage and maintain calendar (Microsoft Outlook) for the Chiefs (Rail Design and Construction, Caltrain Modernization and Rail Safety). Keep Chiefs advised of scheduled meetings, appointments and events and resolve scheduling conflicts. Anticipate scheduling needs and proactively adjust priorities.
Receive and screen telephone calls and requests, greet visitors, arrange travel plans. Intake and distribute messages. Coordinate activities and/or responses by others in the Division or with other departments and external parties as appropriate.
Receive, review, and prioritize incoming mail and correspondence for action and response. Utilize knowledge of district, division, department functions, and the preference of the Chief/Executive, redirect mail or correspondence to others for response and/or action. Follow up to ensure timely response.
Utilize advanced knowledge of Microsoft Office software (Word, Excel, PowerPoint, Access) to create and update spreadsheets, reports, tables, graphs, agendas, presentations, manage and store data, and perform basic analysis. Gather, review, and assemble data as required. Maintain division and Chief/Executive files in an orderly and timely fashion.
Support the Executive branch and Department Chiefs for Departments and Rail All Hands meetings and events, including internal and external stakeholders.
Perform as the backup administrative support for Caltrain ED and Executive Office in the absence of the Executive Assistant III.
Support departments in collaboration with shared services contract and procurement for work directive preparation and contracts.
Examples of Essential Duties
Manage Purchase Card (P‑Card) account and expenses. Process reimbursement requests for expenses, complete voucher forms, reconcile as necessary for replenishment.
Maintain appropriate level of office supplies. Order, store and issue office supplies. Ensure that amenities such as coffee, refreshments, lunch, etc. are available when needed.
Develop and maintain Department administrative task matrix; assign and track tasks among all administrative support staff.
Manage and track office supplies and district supply accounts.
Transcribe electronic, recorded and/or handwritten notes, or produce signature‑ready copy. Proof and correct format, grammar, punctuation and spelling as needed.
Accept all invoices for departments, prepare for review and approval.
Prepare all forms required for staff on‑boarding and exiting.
Develop and maintain Department roster and emergency contact list.
Manage and maintain Department PTO calendars.
Support Department Chief on updating and maintaining Department Organization Charts.
Perform travel arrangements and prepare expense reports for Department Chiefs.
Perform logistics planning and coordination required for all department events.
Review and audit department supply invoice for payments.
Prepare letters, meeting agendas, internal office memos, official correspondence requested by the department chiefs as needed.
Support Safety with coordination of safety weekend on‑call list and safety.
Maintain office safety through proper organization of office and common areas, files, and related office support fixtures and equipment.
Perform all job duties and responsibilities in a safe manner to protect yourself, fellow employees and the public from injury or harm.
Promote safety awareness and follow safety procedures to reduce or eliminate accidents.
Perform other duties as assigned by the Deputy Executive Director, Project Delivery & Cal Mod, Chiefs Safety Officer and Executive Branch.
Minimum Qualifications
High School Diploma or GED equivalent.
Three years of full‑time experience providing executive level support.
Preferred Qualifications
Proficient in using Microsoft 365 applications (Teams) and Zoom software, Outlook and SharePoint.
Prior experience working in a construction organization or capital improvement is helpful.
Proficient with PeopleSoft enterprise software.
Effective communication skills both orally and in writing.
Ability to handle multiple and complex work assignments and handle confidential/sensitive information.
Possess basic knowledge of PowerPoint, Access.
Able to perform duties and support functions with minimal supervision.
Exceptional time management and organizational skills.
Valid CA Driver’s license is preferred or the ability to obtain one within 6 months of employment.
Preferred professional attributes
Ability to demonstrate professionalism and discernment as a frontline representative of the design & construction division.
Capable of working in a collaborative environment within the department, the Caltrain organization and with district partners.
Attention to detail.
Capable of following policies and procedures.
The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities upon request. If you have a need for an accommodation, please contact the Human Resources Department.
We celebrate diversity and are committed to creating an inclusive and welcoming workplace environment. We are an affirmative action/equal opportunity employer. Minorities, Women, Persons with Disabilities and Veterans are encouraged to apply.
#J-18808-Ljbffr