Executive Assistant

Executive Assistant

The Long Beach Airport Department is seeking an Executive Assistant. This position is an at-will unclassified position that reports directly to the Director of Airport. The Executive Assistant provides high-level administrative, organizational, and operational support to the Airport Director and Executive Office.

The position ensures the efficient functioning of executive operations; supports governance, compliance, and commission activities; coordinates cross-departmental administrative workflows; and ensures continuity of critical Airport administrative processes that directly support Airport operations, customer service standards, policy execution, and executive decision-making.

Specific duties include managing all scheduling functions for the Airport Director, including calendar oversight, meeting prioritization, and coordination with internal and external stakeholders; receiving and routing calls, communications, and inquiries to appropriate Airport personnel, ensuring timely executive responses; preparing, reviewing, and editing executive correspondence, reports, council letters, and presentation materials; managing the council letter approval and City Council letter workflow process;

providing front office administrative support, maintaining and improving administrative procedures, and ensuring consistent coverage, customer service standards, and operational readiness; managing Airport purchasing card activity, including monthly reconciliations, documentation, and compliance with City financial procedures; coordinating shipping and courier vendor relationships; overseeing Airport shipping workflows and incoming/outgoing official documentation; preparing and processing reimbursement requests and travel authorizations for Airport leadership;

coordinating all Airport staff travel logistics; responding to public inquiries and managing customer service communications directed to the Executive Office; serving as liaison to the Airport Advisory Commission; preparing agendas, encoding meetings, managing minutes, coordinating meeting logistics, facility arrangements, catering, support staff, and transmitting records to the City Clerk; processing timecards for management staff; ensuring accurate reporting and coordination with payroll deadlines;

escorting guests and dignitaries into secure areas for tours, inspections, or special events in accordance with TSA requirements; maintaining administrative records, logs, tracking systems, and filing systems for the Executive Office; performing other management and administrative functions as required.

The ideal candidate will demonstrate strong written and verbal communication skills, high level of professionalism, discretion, and confidentiality, exceptional organizational skills and the ability to prioritize in a fast-paced, operationally sensitive environment, strong proficiency with Microsoft Outlook, Word, Excel, Teams, One Meeting platform, and audiovisual/recording systems, ability to work independently with limited direction and anticipate executive needs, ability to learn Airport-specific systems quickly and manage complex administrative workflows, customer-service orientation and ability to interface effectively with elected officials, staff, the public, and external agencies.

This recruitment will close on Friday, October 2, 2026 at 11:59 pm. To be considered, applicants must submit a resume and cover letter. Applications will be reviewed for depth and breadth of experience, and for level and relatedness of education. The most qualified candidates will be invited to participate in further selection procedures. The selected candidate may be required to go through a background check and a physical examination before appointment.

Applicants who do not meet the minimum requirements, including submission of all required attachments, will not be considered.

The City of Long Beach is an Equal Opportunity Employer. We do not discriminate based on race, religion, color, national origin, sexual orientation, gender, gender identity, gender expression, age, status as an individual with a disability, or other characteristics protected by applicable federal, state, or local law. We value diversity in our workforce and are committed to creating a workplace where every employee is respected and included.

We strive to reflect the diversity of our community at all levels of the organization, promote fair and equitable employment practices, advance equity, and inclusion through our work with staff and community partners, and promote transparency by publishing workforce demographic information, including diversity and pay data by race and gender.