Executive Assistant

Are you an experienced executive support professional who thrives in a fast-paced, collaborative environment? Join VTA's Engineering and Program Delivery Division (EPD) and play a key role in supporting executive leadership as we deliver transportation projects that improve mobility throughout Santa Clara County.

What You'll Be Doing

Definition

Under direction, an Executive Assistant provides varied, complex, and confidential secretarial and office administrative assistance to an Executive Manager.

Distinguishing Characteristics

Positions in this class assume responsibility for the overall administrative functions of a Division Chief, Director, or Deputy Director's Office. Responsibilities require considerable use of tact, discretion, initiative, and independent judgment and require general knowledge of the policies and procedures of the organization. The work often involves organizing, scheduling, coordinating, researching, compiling, exchanging, and analyzing complex information, and preparing correspondence. Incumbents in this class may supervise subordinate staff.

Positions in this class are distinguished from other assistant classifications in that the manager supported is an Executive Manager, and matters of a confidential nature are part of the duties of this class. An Executive Assistant may be delegated limited authority to act on behalf of the Executive Manager.

Engineering and Program Delivery Division

The Engineering and Program Delivery (EPD) Division is responsible for delivering VTA's capital projects and managing a diverse portfolio of programs. Its capital project responsibilities span the full lifecycle, from conceptual planning through environmental documentation, design, right of way acquisition, construction, and closeout, for transit, transit facility, highway, roadway, and transportation technology projects.

The division consists of five departments with staff located at VTA's headquarters campus and at two field offices that support construction activities. These departments are Transit Engineering & Construction (Transit), Technical Services (Tech Services), Environmental Programs (Env Programs), Toll Systems & Traffic Engineering (TSTE), and the Highway Program (Highways).

The Transit Department leads the delivery of improvements and rehabilitation projects for VTA's transit systems and facilities working with VTA's Operations Division and other divisions, including work at the agency's three bus yards and the light rail maintenance yard. The department is currently managing construction of the $650 million light rail extension along Capitol Expressway as well as 80 or more other capital projects.

The Tech Services department provides essential engineering and technical support functions, including project controls, environmental engineering, utility coordination, quality management, and mapping and surveying. These services support capital project delivery within the EPD Division and other divisions across the agency.

The Env Programs Department manages CEQA and NEPA environmental reviews for capital projects; oversees mitigation sites, including the 500 acre Coyote Ridge Mitigation Site; and leads several agencywide programs, including stormwater permitting, the Low Carbon Fuel Standard (LCFS) credit management program, and VTA's Sustainability Program.

The TSTE Department leads VTA's efforts related to traffic engineering and operations in coordination with local and regional partners. This work includes the deployment of transit signal priority for buses and light rail, as well as supporting a wide range of traffic engineering initiatives with partner agencies. The department also operates and manages the Silicon Valley Express Lanes Traffic Operations Center, which monitors and controls tolling systems on Santa Clara County freeways, and provides systems engineering for the development of express lanes projects.

The Highways Department develops improvements on the State highway system in Santa Clara County, working with Caltrans in an oversight capacity and partnering with local agencies that sponsor some of the projects. A primary funding source is the $750 million Highway Interchanges Program from the 2016 Measure B sales tax. The department manages approximately 20 projects in development at any given time and currently has five projects in construction supported by teams located at headquarters and two field offices. The project portfolio for the department has now expanded to include Caltrain grade separation, wildlife crossing, complete streets, safe routes to school and other projects not on the State highway system.

Ideal Candidate

The ideal candidate will be an accomplished professional with demonstrated experience supporting executive-level leaders who oversee complex infrastructure initiatives across multiple transportation modes within VTA's portfolio. The individual selected for this role will possess exceptional organizational and communication skills, sound judgment, and the ability to effectively manage a broad range of responsibilities in a dynamic, fast paced environment.

This position requires a proactive partner to the Division Chief - someone capable of anticipating needs, coordinating activities across divisions, and ensuring the timely advancement of key initiatives. The ideal candidate will excel in managing executive schedules and workflows; preparing and coordinating materials for Board and committee processes; organizing and facilitating division management meetings; supporting off-site activities and advisory board functions; and overseeing division-wide information and administrative processes. The candidate will also be entrusted with division procurement responsibilities, including stewardship of a division credit card.

Given the division's management of approximately 100 active projects and several major programs, the candidate must demonstrate strong communication skills and the ability to work collaboratively with a wide range of agency and consultant staff.

In addition, the ideal candidate will support the division's commitment to mentoring, succession planning, and leadership development. This includes partnering with the Division Chief and department managers to help deliver creative and effective staff development activities.

Above all, the ideal candidate will be motivated by VTA's mission and demonstrate a genuine commitment to advancing safe, accessible, and impactful transportation improvements for the residents of Santa Clara County.

About VTA

The Santa Clara Valley Transportation Authority employs more than 2,000 people dedicated to providing solutions that move Silicon Valley. Unique among transportation organizations in the San Francisco Bay Area, VTA is Santa Clara County's authority for transit development and operations (light rail and bus), congestion management, transportation-related funding, highway design and construction, real estate and transit-oriented development, and bicycle and pedestrian planning. With local, state, and federal partners, VTA works to innovate the way Silicon Valley moves and provide mobility solutions for all.

Santa Clara Valley Transportation Authority (VTA) is an independent special district that provides sustainable, accessible, community-focused transportation options that are innovative, environmentally responsible, and promote the vitality of our region.

VTA provides bus, light rail, and paratransit services, as well as participates as a funding partner in regional rail service including Caltrain, Capitol Corridor, and the Altamont Corridor Express.

As the county's congestion management agency, VTA is responsible for countywide transportation planning, including congestion management, design and construction of specific highway, pedestrian, and bicycle improvement projects, as well as promotion of transit oriented development.

VTA provides these services throughout the county, including Campbell, Cupertino, Gilroy, Los Altos, Los Altos Hills, Los Gatos, Milpitas, Monte Sereno, Morgan Hill, Mountain View, Palo Alto, San Jose, Santa Clara, Saratoga and Sunnyvale. VTA continually builds partnerships to deliver transportation solutions that meet the evolving mobility needs of Santa Clara County.

As we continue to implement our VTA Forward Plan, we aim to strengthen and increase our workforce to take on future opportunities and challenges by elevating our people and our services.

For more information about our VTA Forward Plan, visit:

Family-Friendly Workplace Certification Program (FFWCP)

The County of Santa Clara FFWCP recognizes VTA as a business that creates supportive workplaces for employees and their families.

Family-friendly workplaces improve health outcomes and job satisfaction for employees and increase work productivity and retention for employers. Employers can create a family-friendly workplace by meeting and exceeding state and federal employment laws relating to parental leave, lactation accommodation, and work/family balance.

Typical Tasks

* Provides varied, complex, responsible and confidential secretarial and office administrative assistance to one or more executive managers;

* Screens telephone calls and visitors; receives complaints and requests and handles or routes them for necessary action;

* Handles room arrangements and correspondence for group meetings on behalf of the Executive Manager, prepares and transmits agendas;

* Disseminates information to callers and visitors requiring judgment, knowledge, and interpretation of departmental procedures and regulations;

* Serves as liaison between the manager served and internal and external groups or individuals;

* Maintains the manager's calendar and reminds the manager of appointments; makes travel arrangements for division/department staff;

* Establishes and maintains general and confidential files;

* Takes and distributes meeting minutes and agendas;

* Prepares forms required for personnel transactions, requisition forms, purchase orders, and expense reports;

* Composes routine correspondence from notes or brief instructions;

* Conducts and independently carries out a variety of assigned special projects related to the activities of the Executive Manager;

* Types a variety of documents including correspondence, reports, technical specifications, minutes of meetings, financial statements, memoranda, lists, and other written materials or documentation using word processing equipment, software, or other office equipment;

* Proofreads word processing documents and computer entries; copies and assembles materials;

* Operates a variety of office equipment, including personal computer, calculator, telephone, scanner, photocopier, etc.;

* Opens the executive's mail and determines appropriate disposition; processes outgoing mail;

* Maintains office equipment including contacting service and repair personnel;

* Orders supplies, subscriptions, and memberships as needed; maintains control over petty cash;

* Learns specialty software programs of assigned unit;

* May assist with special studies, surveys, and research projects;

* May supervise and coordinate the work of subordinate clerical staff;

* Performs program administration tasks as assigned;

* Performs related work as required.

Employment Standards

Sufficient training, education, and experience to demonstrate possession of the required knowledge, skills, and abilities.

Development of the required knowledge, skills, and abilities is typically obtained through training and experience equivalent to completion of the 12th grade or equivalent and a minimum of two (2) years of experience as an administrative assistant for a manager with responsibility for a variety of programs.Knowledge of:

* Office administrative and secretarial practices and procedures;

* The operation of common office equipment including typewriters, calculators, copy machines, scanners, and personal computers with common software applications such as word processing, database, spreadsheets, and PowerPoint;

* Correct English usage including spelling, grammar, punctuation, and vocabulary;

* Record keeping and filing methods;

* Principles of supervision and training;

* Basic mathematics;

* Report writing and forms design principles.

Ability to:

* Provide varied, responsible and confidential secretarial and office administrative assistance;

* Learn, interpret and apply policies and procedures;

* Organize work, set priorities, meet critical deadlines and follow up on assignments with a minimum of direction;

* Work in a demanding environment with changing priorities and deadlines;

* Use tact and discretion in dealing with confidential materials and information;

* Research, compile and summarize a variety of information into a usable format;

* Analyze information and materials and formulate conclusions based upon prescribed policies and procedures;

* Compose concise, factual, and grammatically correct business correspondence and reports;

* Maintain various record-keeping systems;

* Operate standard office equipment including personal computers and various software programs;

* Supervise and review the work of office support staff;

* Type accurately at a net rate of 35 WPM;

* Communicate effectively, both orally and in writing;

* Establish and maintain cooperative working relationships with those contacted in the course of work.

General Application Instructions

Please read this job announcement in its entirety before applying. We recommend printing or saving a copy for future reference.

To be considered, applications must be submitted online through the Human Resources department by the posted deadline. If the job posting is listed as "continuous," we encourage you to apply as soon as possible, as the posting may close without prior notice. Once your application is submitted, you will receive an immediate email confirmation.

Personalized responses to Supplemental Questions that connect your past experiences to this specific role are the most effective. AI-generated content may lack the specificity required to address the key criteria outlined in the job description. While we encourage the use of AI as a tool to enhance your work, we want to evaluate your non-AI-assisted communication skills. You may use AI to generate ideas, but please ensure your final responses are in your own voice and reflect your unique experience. Overreliance on AI-generated content is discouraged and may diminish your chances of success.

Important: Only online applications will be accepted for this recruitment. We do not accept paper applications, resumes, Job Interest Notification Cards, or incomplete/unsubmitted applications in place of a fully completed application.

Communication & Contact Information

All updates regarding your application-including notices for testing and interviews-will be sent via email. Be sure to select email as your preferred method of communication and maintain a valid, up-to-date email address. Applicants are also responsible for keeping their phone numbers and mailing addresses current in their online profiles.

Due to the high volume of applications, we are unable to provide individual updates. Please check your application status through your online account. For technical support, contact NEOGOV at View phone number on click.appcast.io, Monday through Friday, 8:00 AM - 5:00 PM (PST), excluding holidays.

Application Review & Processing

All current and prior relevant work experience-including experience with VTA-must be fully detailed in the Work Experience section of your application. Entries such as "see resume" are not acceptable. Incomplete or improperly completed applications may be rejected, even if you meet the minimum qualifications.

While you are welcome to upload a resume, it does not substitute for completing the online application in full. Be sure that your application accurately reflects the education and experience necessary for the position.

Applications are reviewed throughout the recruitment process to determine whether candidates meet the minimum qualifications. Meeting these minimums or advancing through any stage does not guarantee further consideration. Any misrepresentation or falsification of qualifications, experience, education, or training may result in disqualification and/or exclusion from future employment opportunities with VTA

This classification is non-represented. Wages, hours, and other terms and conditions of employment are governed by the applicable salary administration policy.

Tentative Examinations:

Oral Panel: May 2026

Conditions of Employment

Final candidates must successfully complete an Livescan background check, FBI (if applicable), reference checks, verification of education or certifications, and a criminal history review before appointment.

Eligibility List

The established Eligible List from this recruitment will be used to fill the current vacancies and additional vacancies that may occur. Eligible Lists typically remain in effect for six (6) months. However, Human Resources may abolish Eligible Lists at any time during the six (6) month period. Human Resources may extend eligible Lists for up to two (2) years. Eligible Lists may be used for more than one recruitment.

Americans with Disabilities Act Accommodations

VTA is committed to providing reasonable accommodations to individuals with disabilities in the recruitment and examination process. To request an accommodation, please contact the Human Resources Department at View phone number on click.appcast.io or email View email address on click.appcast.io at least five business days before the test.

Equal Employment Opportunity

VTA is an equal employment opportunity employer. VTA does not and will not tolerate discrimination against applicants or employees on the basis of age, ancestry, color, marital status, mental or physical disability, genetic information, national, origin, immigration status, political affiliation, race, religion, creed, sex, gender identity, gender expression, sexual orientation, pregnancy, medical condition, disabled veteran or veteran status, etc.