Executive Secretary (Member Services & Communications)

Salary : $59,072.00 - $87,817.60 Annually
Location : SBCERA, 348 W. Hospitality Lane, Third Floor, San Bernardino, CA
Job Type: Full-Time
Job Number: 2026-00007
Department: Member Services
Division: Communications
Opening Date: 05/28/2026
Closing Date: 6/11/2026 11:59 PM Pacific
FLSA: Non-Exempt
Bargaining Unit: CONF


THE POSITION
SBCERA is excited to announce that we are hiring for two (2) Executive Secretary positions .
One position will be assigned to the Member Services Department and the other to the Communications Department

Under the direction of a member of the senior leadership team, the Executive Secretary provides high-level administrative and secretarial support to executive and/or professional staff. This role requires the exercise of sound judgment, discretion, and independence in interpreting departmental procedures and representing the priorities and perspective of assigned leadership.

Assignments vary across departments and require knowledge of organizational practices, policies, and procedures of varying complexity. The Executive Secretary plays a critical role in ensuring efficient operations, effective communication, and the handling of sensitive and confidential information.
DISTINGUISHING CHARACTERISTICS

The Executive Secretary classification is characterized by the primary and ongoing responsibility for performing a wide range of advanced administrative and secretarial duties in direct support of executive or professional staff.
This classification is distinguished from general clerical roles by:

A high degree of discretion and confidentiality


Independent judgment in prioritizing and managing work


Regular interaction with leadership and key stakeholders


Responsibility for interpreting procedures and representing the supervisor's perspective
Positions in this class maintain a confidential working relationship with one or more designated executives or professional staff and are entrusted with sensitive information and communications.
SBCERA CORE VALUES IN ACTION

Every employee is expected to model SBCERA's core values by acting with integrity, embracing accountability, collaborating across teams, and striving for professional excellence in service to our 50,000+ members and beneficiaries.

EXAMPLES OF DUTIES


Include, but are not limited to:

1. Compose, draft, and edit correspondence, reports, and other written materials based on general direction or instruction
2. Prepare, format, and produce a variety of documents, including technical and numerical materials, ensuring accuracy and adherence to organizational standards
3. Proofread and review documents for grammar, punctuation, clarity, accuracy, and compliance with SBCERA policies and procedures
4. Screen, prioritize, and route incoming calls, emails, and correspondence; respond to inquiries requiring interpretation of policies and procedures
5. Review and assess incoming materials, determining appropriate distribution and recommended action
6. Research, compile, and prepare confidential and sensitive documents for executive review and decision-making
7. Coordinate meetings, conferences, and appointments; prepare agendas and supporting materials
8. Attend meetings as required; record, transcribe, and distribute minutes and follow-up actions
9. Assist with travel arrangements and prepare expense reports in accordance with organizational policies
10. Maintain office systems, including files, records, and inventory of supplies and forms
11. Operate standard office equipment and utilize business technologies to support administrative functions
12. Serve as a liaison between executives, staff, and external stakeholders as appropriate
13. Perform other related duties as assigned.

MINIMUM QUALIFICATIONS


To perform this job successfully, an individual must be able to perform each essential function above. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Knowledge of:

• SBCERA's mission, strategic pillars, and core values of Integrity, Accountability & Transparency, Commitment, Effectiveness, Professional Excellence, and Collaboration.
• Office administration practices and procedures
• Business correspondence, formatting, and document preparation
• Recordkeeping and filing systems
• Applicable organizational policies and procedures
• Microsoft Office Suite, including Word, Excel, and Outlook

Skill to:

• Apply SBCERA's core values in providing executive-level support
• Communicate effectively in writing and verbally with professionalism and clarity
• Organize, prioritize, and manage multiple assignments and deadlines
• Maintain accuracy and attention to detail in all work products
• Exercise discretion and handle confidential information appropriately
• Provide responsive and customer-focused administrative support

Ability to:

• Model behaviors consistent with SBCERA's core values
• Edit correspondence for appropriate spelling, grammar, and tone
• Interpret and apply policies, procedures, and guidelines
• Work independently while supporting executive and team priorities
• Establish and maintain effective working relationships with staff, management, and external stakeholders
• Adapt to changing priorities and work demands
• Maintain confidentiality and demonstrate sound judgment

EDUCATION, EXPERIENCE AND LICENSE/CERTIFICATES
A combination of education, experience, and license/certificate that would likely provide the required knowledge, skills, and abilities may be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:

Education:
A high school diploma or G.E.D. and at least six (6) semester (9 quarter) units of completed college coursework in business writing, English, behavioral sciences, business or public administration or a closely related field. An Associate's Degree is highly desirable.


Experience:
Three (3) years of progressively responsible and complex secretarial or administrative support experience at an executive or professional level. Experience must include preparing and processing business or legal documents, maintaining records, composing correspondence, coordinating meetings, preparing agendas, and taking and transcribing minutes.

Licenses and Certificates:
A valid California Class C driver's license may be required.
SUPPLEMENTAL INFORMATION
There will be a competitive evaluation of qualifications based on a review of all application materials submitted. Applicants must clearly describe their experience in the areas designated. Those who demonstrate exceptional qualifications in the competitive evaluation will be invited to continue in the selection process which may include written and/or performance examinations, oral interviews and/or other related evaluation methods.


Prior to employment, the prospective candidate must successfully complete a thorough background review, including being fingerprinted, as well as a medical examination, which will include a drug/alcohol screening. The resulting report of your conviction history, (if any), will be evaluated along with the other information received in connection with your application. Except as otherwise required by law, a criminal conviction will not necessarily disqualify you from the position. The nature, date, surrounding circumstances, and the relevance of the offense to the position applied for may, however, be considered.

This position is "at will" and serves at the pleasure of the Chief Executive Officer.

Hybrid/Telework and Flexible Work Schedule: This position may be eligible for a hybrid working schedule with 3 days in the office and 2 days working remotely. SBCERA offers a flexible 9/80 work schedule where employees work 9 hours each day with the exception of either Monday or Friday where they work 8 hours one week and are off the following week.
SBCERA offers a generous benefits package including:

• Medical
  • Employee Only - 100 % SBCERA paid
  • Employee +1 - 75% of the difference between employee-only and employee +1 coverage
  • Employee + Family - 75% of the difference between employee-only and employee + family coverage
• Dental - SBCERA paid for employee and dependents
• Vision - SBCERA paid for employee and dependents
• Life Insurance & Accidental Death & Dismemberment - $100,000 SBCERA paid
• Vacation Leave - 80 - 160 hours/year.
• Holiday Leave - 14 days + 1 Floating holiday/year
• Sick Leave - 3.69 hours/pay period
• Bereavement Leave - up to 5 days, with 3 days paid
• Tuition Reimbursement - up to $5,000 per fiscal year after 1 year of service.
• Long-Term Disability (LTD) - SBCERA paid
• Short Term Disability (STD) - SBCERA paid
• Dependent Care Assistance Plan (DCAP)
• Colonial Life Voluntary Benefits
• United Pet Care
• 529 Education Savings Plan - Scholar Share
• Employee Assistance Program (EAP)
• Retirement - Participation in SBCERA's pension plan
• Deferred Compensation
  • 457(b) Plan: Biweekly employer match equal to 1 times the employee's contribution up to 1% of the employee's biweekly base salary upon hire.
  • 401(k) Plan : SBCERA shall match up to one and a half percent (1.5%) of the employees biweekly base salary.

SBCERA takes pride in offering a generous benefit package. Please check out a more detailed outline of our benefit packages linked
01


Please select the highest level of education you have completed:

• High School Diploma or GED
• Some college or Certificate(s)
• Associate's Degree
• Bachelor's Degree
• Master's Degree
• None of the Above

02


Do you possess at least six (6) semester (9 quarter) units of completed college coursework in business writing, English, behavioral sciences, business or public administration or a closely related field?

• Yes
• No

03


How many years of progressively responsible secretarial or administrative support experience do you have at an executive or professional level?

• None
• Less than 2 years
• 2 to 3 years
• 3 to 4 years
• 4 to 5 years
• 5 or more years

04


Please check each duty in which you have full-time experience performing:

• Preparing and processing business or legal documents
• Maintaining records
• Composing correspondence
• Coordinating meetings
• Preparing agendas
• Taking and transcribing minutes
• None of the above

05


Check each program in which you have at least six (6) months of ongoing full-time experience.

• Word
• Excel
• Outlook
• None of the above

06


Please indicate the job title(s) of the executive(s) or professional(s) you provided secretarial support to:
07


Briefly describe your experience managing executive calendars, including your experience and level of responsibility/independence in scheduling appointments, meetings and conferences.
08


Briefly describe your experience assisting with travel itineraries and expense reports.
09


A resume and cover letter is required to be attached to your application but will not substitute for the proper completion of your application. The information on your application will be used to determine your salary placement if a conditional job offer is extended. Please ensure your application provides a complete overview of your relevant education, experience and/or certification to demonstrate your qualifications. Ideally, your application should cover at least the past 10 years of employment history, or longer if you have other relevant experience you wish to be considered for salary placement. Submission of an incomplete application may disqualify you from the recruitment process. Amendments to applications will only be considered for education, experience and/or certification obtained after the application submission date.

• I acknowledge I have read and understand the statement above.
• I do not acknowledge and understand the statement above.

Required Question