Executive Assistant

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.

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

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.

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.