Virtual EA

At Santa Cruz METRO, we care about moving people. METRO promotes high performance, diversity and equal employment opportunities.

At METRO, you will enjoy a competitive salary, CALPERS pension, a robust health/dental/vision benefit program, public service loan forgiveness program, 457 plans, career development, free bus passes, and longevity pay.

Under minimal direction, the Senior Executive Assistant serves as the CEO’s primary executive administrative partner and manages the day-to-day operations of the Office of the CEO and the Administration Department; handles highly confidential and politically sensitive matters; supervises assigned administrative staff; The incumbent may communicate direction, obtain information, establish administrative deadlines, and monitor completion on behalf of the CEO, but does not independently establish policy or exercise authority reserved to the CEO or Board. The position is distinguished by the scope, sensitivity, and consequence of work performed and exercising substantial independent judgment and handling highly confidential and politically sensitive matters and/or information. The position requires exceptional discretion, judgment, organization, writing and interpersonal skills, and knowledge of public agency governance.

Serves as the CEO’s principal executive administrative partner and directs the day-to-day administrative operations of the Office of the CEO and Administration Department.

Oversees the CEO’s calendar, meetings, travel, and engagements to align executive time with Santa Cruz METRO and Board priorities.

Prepares, reviews, controls quality of, and monitors executive briefings, correspondence, presentations, memoranda, reports, confidential communications, and other materials to support decision-making and stakeholder communications.

Coordinates Executive Leadership Team operations and workflows, including calendars, agendas, action tracking, cross-department initiatives, and follow-through on executive directives.

builds and maintains effective working relationships and communication channels with Board members, employees, community partners, public officials and their staff, consultants, and other stakeholders.

Administers assigned ethics, compliance, disclosure, training, and governance requirements in accordance with applicable laws and regulations.

Coordinates with the CEO and General Counsel to ensure Board and committee operations comply with BrownAct requirements, SantaCruzMETRO bylaws and policies, and applicable regulations.

Identifies, tracks, and facilitates resolution of high-priority, high-risk, politically sensitive, or time sensitive matters affecting SantaCruzMetro operations.

Directs the planning, preparation, quality control, publication, distribution, accessibility, and retention of Board and committee meeting schedules, agendas, packets, minutes, official records, and related governance activities.

Serves as Recording Secretary and maintains the official records of Board actions, resolutions, ordinances, proceedings, and implementation activities; coordinates execution of approved documents, publication and retention of resolutions and ordinances, and completion of legally required post-meeting actions.

Manages the annual and recurring calendar and governance processes, including statutory deadlines, agenda cycles, member appointments and terms, evaluations, vacancies, onboarding, training compliance, committee assignments, compensation, reimbursements, and stakeholder communications.

Administrative Operations and Team Leadership:

Oversees administrative support for the Board, CEO, Executive Leadership Team, advisory committees, and agency-wide executive activities.

Establishes and maintains administrative procedures, workflows, manuals, service standards, templates/documents, records management practices, continuity plans, and quality control systems.

monitors performance; and ensures continuity of critical administrative functions.

Develops, processes/administers, and monitors assigned budgets, contracts, procurement activities, expenses, travel, vendors, and administrative resources.

Designs, implements, and continuously improves administrative systems, databases, workflows, records management practices, and technology solutions.

Executive Projects and Agency Coordination:

Leads or coordinates special projects, cross-functional initiatives, SantaCruzMETRO events, recognition programs, and strategic assignments on behalf of the CEO.

Travel to various locations within and outside Santa Cruz County and work outside regular business hours as required.

Principles and practices of executive office management, Board and committee administration, agenda development, meeting preparation, records and information management, document control, and administrative workflow design.

Executive-level business writing, editing, proofreading, presentation development, briefing methods, grammar, punctuation, and audience-appropriate communication techniques.

Principles and practices of supervision, coaching, performance management, project coordination, workload planning, process improvement, budgeting, purchasing, and vendor management.

Advanced principles and practices using software applications and communication tools (including, but not limited to, Microsoft365, including Outlook, Teams, Word, PowerPoint, Excel, SharePoint, and OneDrive; Adobe Acrobat; web content management; virtual and hybrid meeting technology; and agency-approved artificial intelligence tools) for business functions and program, project, and task coordination.

Principles of digital accessibility, information security, privacy, version control, and responsible technology use.

Principles and practices of budget preparation and administration.

Principles and practices of employee supervision, including performance evaluation and progressive discipline.

METRO policies and procedures.

Applicable federal, state, and local laws and regulations pertaining to the area of assignment.

Anticipate needs, recognize patterns and emerging risks, prepare several steps ahead, and act proactively with minimal instruction.

Design, document, administer, and continuously improve reliable administrative systems, procedures, controls, service standards, records management practices, and continuity of operations.

Exercise a high level of discretion, integrity, professionalism, and sound judgment when handling confidential, privileged, personnel, labor, legal, political, security-sensitive, or reputational matters.

Communicate and coordinate effectively with Board members, employees, community representatives, public officials, stakeholders, and members of the public while maintaining composure, neutrality, credibility, and professionalism under pressure.

Research, verify, analyze, and synthesize complex or incomplete information into concise executive briefings, correspondence, reports, minutes, agendas, presentations, resolutions, decision materials.

Listen critically, distinguish discussion from direction, accurately document decisions and actions, prepare concise minutes for public meetings and hearings, and ensure timely follow-through.

Manage multiple high-priority or high-consequence assignments, shifting priorities, addressing interruptions, and firm deadlines while maintaining accuracy, responsiveness, and attention to detail.

Work independently, make sound decisions within delegated authority, recognize when consultation is required, and promptly elevate risks, issues, or uncertainties.

Adapt quickly to changing priorities, leadership needs, legal requirements, technology, and organizational conditions while maintaining reliable effective administrative systems and operations.

Coordinate complex administrative and legally required functions with the CEO, General Counsel, Human Resources, Finance, Information Technology, and other responsible departments to ensure timely and effective execution of organizational priorities.

Interpret, explain, and ensure compliance with relevant laws, policies, regulations, and requirements.

Proficiently and effectively use software applications and communication tools (including, but not limited to, Microsoft365, including Outlook, Teams, Word, PowerPoint, Excel, SharePoint, and OneDrive; Adobe Acrobat; web content management; virtual and hybrid meeting technology; and agency-approved artificial intelligence tools).

Education, Training and Experience:

Seven (7) years of progressively responsible executive-level administrative experience supporting a chief executive, governing board, elected official, or comparable senior leader, including at least three (3) years supervising administrative staff or leading a complex executive office function. A bachelor’s degree in public administration, business administration, communications, organizational leadership, or a related field is preferred. A valid California Class C driver license and a safe driving record are required at the time of appointment and must be maintained throughout employment.

Must be available to work extended or irregular hours, including early mornings, evenings, and occasional weekends, as required by Board meetings, executive commitments, emergencies, travel, and operational needs.

Must maintain the strictest confidentiality and comply with applicable requirements governing privileged, personnel, labor, legal, privacy-protected, and closed-session information.

Must maintain current knowledge and complete assigned professional development related to public meetings, ethics, public records, records management, accessibility, information security, supervision, and evolving executive-office technology.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Specific visual abilities required for this job include close vision, distance vision, and the ability to adjust focus.

reads and interprets data, information and documents; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied/abusive individuals.

Any required Personal Protective Equipment (PPE) will be provided.

The employee primarily works in an office environment where the noise level is usually quiet. Work may also occur at Board and community meeting locations, agency facilities, or off-site events. The position requires a flexible schedule and may include limited remote work when authorized and operationally appropriate.

Professional - Administration

This employer does not sponsor applicants for work visas.

Medical Insurance: For employee and qualified dependents. Premium participation continues after retirement.

Dental Insurance: CalPERS Retirement Pension _ _

2.5% at 55 - Employees who are vested and were hired before January 1, 2013, directly from another CalPERS-covered agency are eligible for the “Classic” CalPERS pension formula of 2.5% at age 55. Employees hired on or after January 1, 2013, who had prior CalPERS membership and a break in service of six months or less, will also retain the “Classic” formula of 2.5% at age 55.

2% at 62 for PEPRA CalPERS members - Those hired on or after January 1, 2013, who are new to CalPERS or have not worked for a CalPERS-covered agency in the past six months are subject to the Public Employees’ Pension Reform Act (PEPRA) and receive the 2% at age 62 formula.

Life/AD&D Insurance: $50,000 Life coverage. $Long Term Disability Insurance: Employee Assistance Program: Confidential mental, financial, legal and other assistance.