Executive Assistant II Job at SANDAG (San Diego)

Executive Assistant II

SANDAG

Location:
United States , San Diego

Category:
Office Administration

Contract Type:
Not provided

Salary:

67475.20 - 104603.20 USD / Year

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Job Description:

The Executive Assistant will perform a range of highly skilled and specialized administrative tasks for the Chief Executive Officer, Chief Financial Officer, General Counsel, other Senior Leadership Team members, Board Members, and coordinate regularly with employees, local/state/federal agencies and officials, member agencies, community leaders, and members of the public regarding SANDAG services, programs, policies, and priorities.

Job Responsibility:

Provide complex administrative support to the Senior Leadership Team, including the Chief Executive Officer (CEO), Chief Financial Officer, and General Counsel
Coordinate a high volume of in-person and virtual meetings, phone calls, and related activities with elected officials, public agency executives, and business and community leaders
Manage complex and frequently changing executive calendars
Provide scheduling support as needed outside of regular business hours
Coordinate and/or verify arrangements for Executive attendance at meetings, conferences, hearings, media briefings, and community events
Assist Executives in preparing for meetings, presentations, and events by gathering and providing materials in advance
Serve as a liaison between Executives and internal departments, as well as external agencies, jurisdictions, and organizations at the local, state, and federal level
Coordinate travel arrangements for Executives and, at times, Board Members traveling on SANDAG business
Provide review and oversight of business travel for all employees, including interpreting and applying agency policies and procedures
Prepare and submit reimbursement claims for business expenses incurred by Senior Executives
Provide tactful "gatekeeper" and "gateway" support for Executives, coordinating communications, and ensuring priorities and schedules are maintained
Communicate regularly with Executives regarding scheduled activities, commitments, and shifting priorities
Respond to a wide range of inquiries related to policies, procedures, and programs while maintaining a high level of customer service
Prepare correspondence, memos, and notices as requested
Review materials for executive signature to ensure all required information, documentation, and approvals are included
Provide back-up support for other Executive Assistants and the Receptionist

Requirements:

High school diploma or equivalent supplemented by specialized administrative training or college-level business courses
Five or more years of increasingly responsible experience providing administrative support to C-level Executives or multiple Senior Executives
Demonstrated experience providing complex administrative support services for multiple senior leaders in a fast-paced environment
Experience working with elected officials, municipal government, city/county departments, and similar public sector organizations is desirable
Experience coordinating a high volume of meetings and appointments involving multiple participants and managing complex executive calendars
Demonstrated ability to understand competing priorities and negotiate scheduling requests
Demonstrated ability to prepare and format a wide variety of documents including correspondence, agendas, speaking points, reports, and briefing materials
Demonstrated ability to type or take accurate notes at a speed necessary for successful job performance
Advanced proficiency with the Microsoft Office Suite (particularly Outlook, Word, and Excel), including calendar management, meeting coordination, and communication management
Advanced skills in AdobeSign and PDF packet creation, including assembling, organizing, and routing complex approval documents preferred
Experience coordinating complex employee business travel arrangements and preparing reimbursement claims or expense reports in accordance with established policies and procedures
Demonstrated ability to handle highly sensitive information with discretion and maintain strict confidentiality
Experience maintaining files and records (both electronic and hard copy), preparing invoices or documentation for payment, and researching, organizing, and summarizing information to support administrative and executive functions
Demonstrated ability to establish and maintain effective working relationships with individuals contacted during the course of work, including elected officials, partner organizations, consultants, vendors, members of the public, and SANDAG staff
Excellent customer service skills and strong verbal and written communication skills for responding to inquiries in person, by phone, and electronically
Demonstrated ability to work effectively under pressure and manage frequent interruptions while maintaining accuracy and professionalism
Strong organizational and time management skills, with the ability to prioritize multiple tasks in a fast-paced environment, exercise sound judgment, and work both independently and collaboratively
Must pass a pre-employment criminal background and credit check
Periodic background and credit checks will be required as a condition of ongoing employment
Must be able to provide documentation verifying identity and authorization to work in the United States

Nice to have:

Experience working with elected officials, municipal government, city/county departments, and similar public sector organizations
Advanced skills in AdobeSign and PDF packet creation, including assembling, organizing, and routing complex approval documents

Additional Information:

Job Posted:
March 22, 2026

Employment Type:

Fulltime

Work Type:

On-site work

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