Executive Coordinator

Executive Coordinator

AC Transit is seeking a qualified Executive Coordinator. Under general direction, this position performs critical, highly responsible, politically sensitive, and confidential administrative and office support functions for the General Manager/CEO of AC Transit. This is the highest-level administrative support classification within the District and is distinguished by the breadth of responsibility, level of independent decision-making, confidential nature of the work, and direct support provided to executive leadership. Positions in this classification may supervise administrative support staff and establish administrative standards and practices supporting executive operations. This position is designated as a confidential classification as it regularly assists executive management and has access to confidential information regarding labor relations, collective bargaining, grievance administration, disciplinary actions, and personnel decisions that contribute to the District's management position in employer-employee relations. This is an unrepresented, at-will classification. This is an excellent opportunity to work for the largest bus agency in California, make a difference in our local community, and promote AC Transit as a great employer of the East Bay. In addition to working with some of the best in the business, AC Transit also has an excellent benefits package that includes pension, medical, dental and vision coverage, flexible spending, and 457 savings plan.

Representative Functions:

• Provides the District's highest level of administrative support to a wide variety of highly complex and confidential administrative functions and projects.
• Responds independently and with minimal direction to inquiries and correspondence from the public, elected officials, attorneys, public and private agencies, District staff, and the Board of Directors.
• Completes critical and time-sensitive documentation and provides confidential assistance to the communication efforts of the General Manager's office.
• Serves as the executive's administrative gatekeeper by evaluating requests, exercising discretion regarding access to the executive, independently resolving matters within delegated authority, and ensuring executive attention is focused on issues of the highest organizational significance.
• Coordinates executive meetings, Board-related activities, conferences, public engagements, and committee assignments by ensuring agendas, presentations, briefing materials, supporting documentation, technology, logistics, and follow-up actions are complete, accurate, and timely.
• Develops and maintains executive tracking systems for strategic initiatives, Board actions, executive directives, assignments, correspondence, and organizational priorities; proactively monitors progress, follows up with responsible parties, and ensures timely completion of executive deliverables.
• Researches, analyzes, and presents data for reports and other documents.
• Screens calls and visitors and responds to highly critical inquiries by telephone, regular mail, and email.
• Maintains schedules and calendars and coordinates travel arrangements, meetings, and conferences.
• Maintains highly confidential executive, legal, labor relations, personnel, financial, and organizational records and information in accordance with applicable laws, District policies, and records retention requirements.
• Interprets and explains highly complex District and organizational policies, rules, and regulations in response to inquiries from internal and external sources.
• Exercises direct supervision over assigned subordinate staff; assigns, supervises, and monitors work.
• Provides lead direction to highly critical administrative projects, as assigned.
• Trains executive administrative staff regarding department requirements and procedures; develops, implements, and continuously improves executive office administrative procedures, workflow processes, records management practices, and organizational systems to promote operational effectiveness and consistency.
• Composes and supervises the preparation of reports, policies, procedures, and operating manuals, as well as letters and other correspondence. Proofreads for accuracy, correct form, content and proper English usage.
• Prepares and administers the budget for the executive office to which assigned; prepares monitors expenses and prepares budget reports.
• Takes meeting minutes and notes and prepares transcriptions and other records.
• Coordinates the review and receipt of items going before the Board.
• Acts as liaison between executive management, legal counsel, Human Resources, and labor relations staff on confidential matters.
• Orders and purchases supplies, equipment, and services.
• Organizes and maintains a wide variety of electronic and paper files and other critical documents.
• Performs related duties as required.

Minimum Qualifications:

Education: Graduation from high school or has attained a General Education Diploma (GED), California High School Proficiency Certificate, or equivalent. Experience: Equivalent to six (6) years of increasingly responsible administrative support and office clerical experience that involved frequent public contact, including at least two (2) years as the primary support to an executive, department head, or director-level role. Special Requirements: Must be available to work outside regular business hours, as required by the demands of the job.

Additional Information:

Physical Requirements: (1) Must maintain the physical condition necessary to perform tasks in an office setting, operating a personal computer, keyboards, and other peripheral equipment. (2) Must possess the mobility necessary to transport oneself to other locations within the District, as required by the needs of the position.

This position is unrepresented at will. The Selection Process: The Human Resources department must receive a completed online application by the filling date. If this recruitment is "Continuous," it may be closed at any time without notice. Applications will be screened for job related qualifications, and those candidates who best meeting the qualifications listed on this Job Announcement will be invited to participate in an examination process that may include written, oral and/or performance segments. Current District employees must have satisfactory attendance and performance records. Finalists will be placed on an Eligibility List. When filling vacancies, the Human Resources Department will refer the top candidates to the hiring department for final screening and recommendation.

Benefits: The transit professionals who call AC Transit home represent the rich cultural diversity of the Bay Area. For more than 60 years, we have been an equal opportunity employer honoring religion, ethnic background, national origin, gender, gender expression, genetic information, disabilities, age, and veteran status. We are not only an inclusive employer but also offer a comprehensive benefits package rooted in choice, flexibility, and affordability. Most Benefits are effective the first of the month following your hire date. Employees and eligible dependents have access to the following benefits*:

• Medical - Choice of two Health Maintenance Organizations (HMOs): Kaiser Permanente and Health Net. $10.00 office visit co-pays; $5.00 - $35.00 prescription co-pays.
• Dental – MetLife Preferred Provider Organization (PPO) $50 annual deductible per person/$150 per family; $3,000 per person annual maximum; preventative care covered at 100%; basic and major care covered at 90%; $4,000 lifetime maximum orthodontia covered at 50%.
• Vision - Vision Service Plan - $10.00 copay; eligible for an exam, lenses, frames or contact lenses every 12 months – based on the last date of service. $200 frame allowance or $120 allowance for contact lenses.
• Employer paid Basic Life Insurance
• Employee paid Voluntary Term Life Insurance
• Employee Assistance Program (EAP)
• Flexible Spending Accounts (FSA) for Health Care, Dependent Care, Parking, Transit
• AC Transit contributes up to $50.00/month towards an employee's FSA Transit costs
• Free AC Transit Bus Pass
• Federal Credit Union
• Vacation and Sick Leave or Personal Time Off
• Ten (10) paid holidays; 2 paid floating holidays; 1 paid birthday holiday
• Tuition Reimbursement – up to $2500 per fiscal year on approved courses
• Wellness Program

*AC Transit benefits are negotiated and subject to change based on collective bargaining agreements. Pension: All AC Transit employees participate in a lifetime defined benefit pension. All employees hired on or after January 1, 2016, may be in the District's Tier II pension plan covered by the Public Employees' Pension Reform Act of 2013 (PEPRA). As such, he/she may be required to contribute a small portion of annual income towards the cost of his/hers District pension. PEPRA: All employees hired on or after January 1, 2020, will be in the District's Tier II pension plan covered by the Public Employees' Pension Reform Act of 2013 (PEPRA). As such, he/she may be required to contribute 7% or more of annual income towards the cost of his/hers District pension. Medical, dental, orthodontic, vision, and prescription insurance coverage for employees and qualified dependents; plus regular pension with a five (5) year vesting. Depending on length of service, up to six (6