Senior Executive Assistant

DEFINITION

Reports to the Chief Executive Officer (CEO). Under minimal direction, the Senior Executive Assistant serves as the CEO's primary executive administrative partner and manages the day-to-day operations of the Office of the CEO and the Administration Department; strategically manages the CEO's time and attention; serves as Recording Secretary to the Board of Directors and manages governance processes in accordance with applicable laws and regulations;

handles highly confidential and politically sensitive matters; coordinates across departments and with external partners; supervises assigned administrative staff; and performs other related duties as assigned.

• Serves as the CEO's principal executive administrative partner and directs the day-to-day administrative operations of the Office of the CEO and Administration Department.
• Acts as the primary point of collaboration and manages CEO’s access, communications, priorities, commitments, and workflow systems to ensure effective execution of executive objectives.
• Oversees the CEO's calendar, meetings, travel, and engagements to align executive time with Santa Cruz METRO and Board priorities.
• Prepares, reviews, controls quality of, and monitors executive briefings, correspondence, presentations, memoranda, reports, confidential communications, and other materials to support decision-making and stakeholder communications.
• Coordinates Executive Leadership Team operations and workflows, including calendars, agendas, action tracking, cross-department initiatives, and follow-through on executive directives.
• Represents the CEO as assigned; builds and maintains effective working relationships and communication channels with Board members, employees, community partners, public officials and their staff, consultants, and other stakeholders.
• Administers assigned ethics, compliance, disclosure, training, and governance requirements in accordance with applicable laws and regulations.
• Coordinates with the CEO and General Counsel to ensure Board and committee operations comply with Brown Act requirements, Santa Cruz METRO bylaws and policies, and applicable regulations.
• Identifies, tracks, and facilitates resolution of high-priority, high-risk, politically sensitive, or time sensitive matters affecting Santa Cruz Metro operations.
• Researches, analyzes, and presents information, recommendations, options, and sensitive issues requiring executive review and action.

• Directs the planning, preparation, quality control, publication, distribution, accessibility, and retention of Board and committee meeting schedules, agendas, packets, minutes, official records, and related governance activities.
• Serves as Recording Secretary and maintains the official records of Board actions, resolutions, ordinances, proceedings, and implementation activities; coordinates execution of approved documents, publication and retention of resolutions and ordinances, and completion of legally required post-meeting actions.
• Manages the annual and recurring calendar and governance processes, including statutory deadlines, agenda cycles, member appointments and terms, evaluations, vacancies, onboarding, training compliance, committee assignments, compensation, reimbursements, and stakeholder communications.

• Oversees administrative support for the Board, CEO, Executive Leadership Team, advisory committees, and agency-wide executive activities.
• Facilitates and maintains effective communication among Board members, the CEO, General Counsel, staff, appointing jurisdictions, and other stakeholders.
• Establishes and maintains administrative procedures, workflows, manuals, service standards, templates/documents, records management practices, continuity plans, and quality control systems.
• Selects, supervises, trains, develops, and evaluates assigned staff; assigns work; monitors performance; and ensures continuity of critical administrative functions.
• Develops,processes/administers,and monitors assigned budgets, contracts, procurement activities, expenses, travel, vendors, and administrative resources.
• Designs, implements, and continuously improves administrative systems, databases, workflows, records management practices, and technology solutions.

• Leads or coordinates special projects, cross-functional initiatives, Santa Cruz METRO events, recognition…