Executive Coordinator

Executive Coordinator

AC Transit is seeking a qualified Executive Coordinator. Under general direction, this position performs critical, highly responsible, politically sensitive, and confidential administrative and office support functions for the General Manager/CEO of AC Transit. This is the highest-level administrative support classification within the District and is distinguished by the breadth of responsibility, level of independent decision-making, confidential nature of the work, and direct support provided to executive leadership.

Positions in this classification may supervise administrative support staff and establish administrative standards and practices supporting executive operations. This position is designated as a confidential classification as it regularly assists executive management and has access to confidential information regarding labor relations, collective bargaining, grievance administration, disciplinary actions, and personnel decisions that contribute to the District's management position in employer-employee relations.

This is an unrepresented, at-will classification.

This is an excellent opportunity to work for the largest bus agency in California, make a difference in our local community, and promote AC Transit as a great employer of the East Bay. In addition to working with some of the best in the business, AC Transit also has an excellent benefits package that includes pension, medical, dental and vision coverage, flexible spending, and 457 savings plan.

Responsibilities include:

• Providing the District's highest level of administrative support to a wide variety of highly complex and confidential administrative functions and projects.
• Responding independently and with minimal direction to inquiries and correspondence from the public, elected officials, attorneys, public and private agencies, District staff, and the Board of Directors.
• Completing critical and time-sensitive documentation and providing confidential assistance to the communication efforts of the General Manager's office.
• Serving as the executive's administrative gatekeeper by evaluating requests, exercising discretion regarding access to the executive, independently resolving matters within delegated authority, and ensuring executive attention is focused on issues of the highest organizational significance.
• Coordinating executive meetings, Board-related activities, conferences, public engagements, and committee assignments by ensuring agendas, presentations, briefing materials, supporting documentation, technology, logistics, and follow-up actions are complete, accurate, and timely.
• Developing and maintaining executive tracking systems for strategic initiatives, Board actions, executive directives, assignments, correspondence, and organizational priorities; proactively monitoring progress, following up with responsible parties, and ensuring timely completion of executive deliverables.
• Researching, analyzing, and presenting data for reports and other documents.
• Screening calls and visitors and responding to highly critical inquiries by telephone, regular mail, and email.
• Maintaining schedules and calendars and coordinating travel arrangements, meetings, and conferences.
• Maintaining highly confidential executive, legal, labor relations, personnel, financial, and organizational records and information in accordance with applicable laws, District policies, and records retention requirements.
• Interpreting and explaining highly complex District and organizational policies, rules, and regulations in response to inquiries from internal and external sources.
• Exercising direct supervision over assigned subordinate staff; assigning, supervising, and monitoring work.
• Providing lead direction to highly critical administrative projects, as assigned.
• Training executive administrative staff regarding department requirements and procedures; developing, implementing, and continuously improving executive office administrative procedures, workflow processes, records management practices, and organizational systems to promote operational effectiveness and consistency.
• Composng and supervising the preparation of reports, policies, procedures, and operating manuals, as well as letters and other correspondence. Proofreading for accuracy, correct form, content and proper English usage.
• Preparing and administering the budget for the executive office to which assigned; preparing monitors expenses and prepares budget reports.
• Taking meeting minutes and notes and preparing transcriptions and other records.
• Coordinating the review and receipt of items going before the Board.
• Acting as liaison between executive management, legal counsel, Human Resources, and labor relations staff on confidential matters.
• Ordering and purchasing supplies, equipment, and services.
• Organizing and maintaining a wide variety of electronic and paper files and other critical documents.
• Performing related duties as required.

Education:

Graduation from high school or has attained a General…