Administrative Assistant

The Administrative Assistant’s primary responsibilities are to provide advanced, well-organized professional administrative and project collaboration for senior managers and other staff members throughout NCTD. This position also provides information and assistance to the public regarding NCTD’s services, programs, policies, and procedures. Success in this role requires sound judgment, critical thinking, discretion, and exceptional attention to detail.

This position is distinguished by the need for a professional demeanor, along with a strong desire to provide staff members with the highest level of administrative support. The Administrative Assistant has a variety of responsibilities, individuals serving in this role may be assigned any or all responsibilities based on operational need. The individual in this role must approach their responsibilities and duties with strong commitment to exceptional service and a willingness to go above and beyond the minimum requirements.

They must work well under pressure and respond positively and productively in an environment with rapidly changing deadlines and priorities. The Administrative Assistant position is part of a departmental pool of administrative support personnel. They will generally be assigned to support specific Divisions/Departments but must also step in as needed for coverage and assistance to other team members.

This position reports to the Director of Administration but may be assigned to provide support to specific Divisions/Departments; therefore, may receive direction from other Division Chiefs and/or Managers. This position has no supervisory responsibility.

Normal working conditions for this position are in both an office and field setting. Business travel may be required periodically between District sites, governmental agencies, consultant’s facilities, and other locations as required. The ability to work additional hours outside a normal work schedule is essential to fulfill the expectations of the role.

• Provide high-quality administrative, clerical, and professional support to Division Chiefs, Directors and Managers, with a constant focus on exceptional work product and a service-focused attitude.
• Prepare memos, letters, reports, presentations, and other documents, including confidential correspondence. Serve as a highly accomplished resource by proofreading documents for proper grammar, punctuation, spelling, formatting, re-formatting, and recommending related improvements to written communications.
• Manage Outlook calendars including scheduling meetings, phone calls, conferences, as well as notification of imminent appointments/meetings and or arrival of meeting participants.
• Coordinate logistics for meeting room reservations and set up, including identification and coordination of technical needs and any other resources or amenities.
• Assist with maintaining electronic file system in accordance with NCTD policies and procedures on document control, this includes all executed agreements and official documents ensuring all original documents are saved in the agency’s Document Management System.
• Manage travel arrangements for employees, including follow-up and communication of any flight, hotel, or other related itinerary changes to traveler. Will assist with completing submission and reimbursement of all travel and other business-related expenses in accordance with NCTD policies and procedures.
• Process base pass requests for employees, contractors and sub-contractors sponsored by NCTD to do work on Camp Pendleton. Be the point of contact for communicating with the Camp Pendleton Base Pass Access…