Executive Assistant II
San Mateo County Transit District, Millbrae, CA, United States
Executive Assistant II
Executive Assistant II reports to the Chief of Safety and Deputy Executive Director, Caltrain will provide the full range of 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. Coordinating activities and/or responses by others in the Division or with other departments and external parties were appropriate.
Receive, review, and prioritize incoming mail and correspondence for action and response. Utilizing 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.
Utilizing advanced knowledge of Microsoft Office software (Word, Excel, PowerPoint and Access) create and update spreadsheets, reports, tables, graphs, agendas, presentations, manages and stores data, and performs basic analysis. Gathers, reviews, and assembles data as required. Maintains 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. Assure 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 originates 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.
Maintains 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
Sufficient experience, training and/or education to demonstrate the knowledge and ability to successfully perform the essential functions of the position. In lieu of a degree, work-related experience that demonstrates the skills and experience necessary to perform this role will be accepted. Development of the required knowledge and abilities is typically obtained through but not limited to:
High School Diploma or GED equivalent.
Three years of full-time experience providing executive level support.
Preferred Qualifications:
Proficient in using Microsoft 365 application (Teams) and ZOOM software, Outlook and SharePoint
Prior experience working in experience 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
Selection Process:
The selection process may include a panel interview, written and skills test assessments, or supplemental questions. Only those candidates who are the most qualified will continue in the selection process. Meeting the minimum qualifications does not guarantee an invitation to continue in the process.
How to Apply:
Complete an online employment application by 11:59 p.m. of the listed closing date. Resumes and cover letters will not be accepted in lieu of fully completed applications. It is the applicant's responsibility to ensure that applications are completed with all relevant information (experience, education, certifications, licenses, references and/or other information).
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.
Executive Assistant II reports to the Chief of Safety and Deputy Executive Director, Caltrain will provide the full range of 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. Coordinating activities and/or responses by others in the Division or with other departments and external parties were appropriate.
Receive, review, and prioritize incoming mail and correspondence for action and response. Utilizing 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.
Utilizing advanced knowledge of Microsoft Office software (Word, Excel, PowerPoint and Access) create and update spreadsheets, reports, tables, graphs, agendas, presentations, manages and stores data, and performs basic analysis. Gathers, reviews, and assembles data as required. Maintains 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. Assure 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 originates 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.
Maintains 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
Sufficient experience, training and/or education to demonstrate the knowledge and ability to successfully perform the essential functions of the position. In lieu of a degree, work-related experience that demonstrates the skills and experience necessary to perform this role will be accepted. Development of the required knowledge and abilities is typically obtained through but not limited to:
High School Diploma or GED equivalent.
Three years of full-time experience providing executive level support.
Preferred Qualifications:
Proficient in using Microsoft 365 application (Teams) and ZOOM software, Outlook and SharePoint
Prior experience working in experience 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
Selection Process:
The selection process may include a panel interview, written and skills test assessments, or supplemental questions. Only those candidates who are the most qualified will continue in the selection process. Meeting the minimum qualifications does not guarantee an invitation to continue in the process.
How to Apply:
Complete an online employment application by 11:59 p.m. of the listed closing date. Resumes and cover letters will not be accepted in lieu of fully completed applications. It is the applicant's responsibility to ensure that applications are completed with all relevant information (experience, education, certifications, licenses, references and/or other information).
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.