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.

The Executive Assistant must analyze and prioritize competing demands, maintain oversight of sensitive information, and ensure timely and accurate administrative outputs. The incumbent is responsible for reviewing and preparing executive correspondence, reports, agendas, minutes, and public meeting documentation using the OneMeeting platform. The position also manages specialized administrative systems unique to the Airport environment, secure-area escort protocols, shipping and courier processes, and telephone information system maintenance.

The incumbent exercises judgment and discretion in handling confidential material, resolving administrative issues, and advising management on workflow improvements. The role requires flexibility, attention to detail, and a thorough understanding of city administrative processes, commission requirements, and Airport operational contexts.

Specific duties include:

• Manage all scheduling functions for the Airport Director, including calendar oversight, meeting prioritization, and coordination with internal and external stakeholders;
• Receive and route calls, communications, and inquiries to appropriate Airport personnel, ensuring timely executive responses;
• Prepare, review, and edit executive correspondence, reports, council letters, and presentation materials; manage the council letter approval and City Council letter workflow process;
• Provide front office administrative support, maintain and improve administrative procedures, and ensure consistent coverage, customer service standards, and operational readiness;
• Manage Airport purchasing card activity, including monthly reconciliations, documentation, and compliance with City financial procedures;
• Coordinate shipping and courier vendor relationships; oversee Airport shipping workflows and incoming/outgoing official documentation;
• Prepare and process reimbursement requests and travel authorizations for Airport leadership; coordinate all Airport staff travel logistics;
• Respond to public inquiries and manage customer service communications directed to the Executive Office;
• Serve as liaison to the Airport Advisory Commission; prepare agendas, encode meetings, manage minutes, coordinate meeting logistics, facility arrangements, catering, support staff, and transmit records to the City Clerk;
• Process timecards for management staff; ensure accurate reporting and coordination with payroll deadlines;
• Escort guests and dignitaries into secure areas for tours, inspections, or special events in accordance with TSA requirements;
• Maintain administrative records, logs, tracking systems, and filing systems for the Executive Office;
• Perform other management and administrative functions as required.

The City of Long Beach offers its employees opportunities to grow personally and professionally. As a permanent employee, you are eligible to receive fringe benefits that include:

• Retirement: California Public Employees' Retirement System (PERS) defined benefit retirement plan, which is coordinated with Social Security.
• Health and Dental Insurance: The City offers the choice of HMO and PPO plans.
• Life Insurance: City-paid term life insurance policy equal to three (3) times annual salary to a maximum of $500,000.
• Disability Insurance: City-paid short-term and long-term disability insurance.
• Management Physical: Annual City-paid physical examination.
• Vacation: Twelve (12) vacation days after the first year of service; 15 days after four years, six months of service; 20 days after 19 years, six months of service.
• Executive Leave: Forty (40) hours Executive Leave per year. The City Manager has discretion to grant an additional 40 hours each year.
• Sick Leave: One day earned per month; unlimited accumulation; conversion upon retirement to cash credit toward health and/or dental insurance premiums, or to pension credits.
• Holidays: Eleven (11) designated holidays per year, plus four personal holidays to be used at the employee's discretion.
• Transportation Allowance: Monthly allowance is allocated by classifications below:
• Department Head $650.00
• Deputy Director/Manager/Director (Harbor/Utilities) $550.00
• Division Officer/Superintendent/ Chief of Staff / Administrator / Principal DCA $450.00
• Assistant to Executive / Executive Assistant / Executive Secretary/ Executive Support Staff $300.00
• Deferred Compensation Plan: Optional for employee contribution to a supplementary retirement savings program available through Mission Square Retirement formerly ICMA-RC Retirement Corporation).
• Flexible Spending Account (FSA): Optional election for employees to reduce taxable income for payment of allowable childcare or medical expenses.
• Flexible/Hybrid Work Schedule: Available (subject to City Manager approval).
• Paid Parental Leave: The City provides one hundred and sixty (160) hours of Paid Parental Leave at 100% of salary, for the birth, adoption or foster placement of a child, regardless of the gender, marital status or sexual orientation of the parent.