Executive Assistant II

Executive Assistant II San Mateo County Transit District - 4.0 Millbrae, CA Job Details Full-time $79,707 - $111,589 a year 1 day ago Qualifications Employee onboarding Microsoft Excel Microsoft Access Maintaining an organized workspace Microsoft Outlook Expense management Greeting customers Filing Executive administrative support Collaborating with government agencies Mid-level Transcription Invoice payment processing Data management Order placement Office management Managing executive calendars Onboarding process management Travel scheduling Grammar Experience Procurement management Safety protocol implementation Full Job Description JOB Executive Assistant II report 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).

EXAMPLE OF 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.