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About the Role

The Executive Assistant III is a lead/advanced level classification supporting the CFO, senior staff on the Finance team, and other Lead Administrators. This role involves supporting the Executive Team and requires being onsite at least 3 days a week. The individual will assist the CFO, Section Directors, Assistant Directors, and other Finance staff, and will supervise and allocate the work of other administrative staff. The position demands flexibility, proactivity, resourcefulness, efficiency, and the ability to interact professionally with staff and partners in a fast-paced environment.

Responsibilities

Plan, coordinate, and execute complex meetings and events.
Handle travel and training details and process expense reports for the CFO and Section Directors.
Provide varied, complex, and confidential administrative support to the CFO, Section Directors, Assistant Directors, and other senior staff.
Prioritize, distribute, and process incoming and outgoing communications, including confidential correspondence.
Coordinate, organize, and maintain records, reports, and resource materials.
Manage emails, calls, communications, meetings, visitors, and events, referring inquiries appropriately.
Provide information on Agency functions, policies, procedures, and practices to Finance staff.
Assist with and/or administer special projects, stay current on related issues, and serve as a troubleshooting resource.
Provide supervision of assigned staff, including conducting performance evaluations and participating in HR matters.
Train staff in procedural and technical aspects of their jobs, develop training materials, and act as a technical resource.
Assign and review work of assigned staff.
Facilitate and administer inter-section collaboration, including scheduling and meeting material development.
Assist with the compilation and execution of complex documents and reports for financial transactions.
Perform other job-related duties as needed or assigned.

Requirements

Equivalent to completion of the twelfth grade.
Six years of increasingly responsible administrative or secretarial experience.
Knowledge of business writing, formatting, and presentation.
Proficiency in Microsoft Office programs and other relevant software.
Understanding of business math and procedures affecting budgeting, purchasing, expense monitoring, and time reporting.
Familiarity with shared file keeping, collaboration systems, and shared calendaring programs.
Attention to detail for reviewing complex documents.
Ability to analyze situations and identify effective solutions.
Skill in complex scheduling and calendar management.
Ability to organize tasks, work independently, and be a self-starter.
Clear, proactive, and concise oral and written communication skills.
Ability to establish and sustain effective working relationships while maintaining confidentiality.
Ability to advocate for section priorities.
Ability to interact successfully within a team.
Ability to meet deadlines and maintain accurate records.
Ability to work with executives and staff at all levels.
Ability to perform mathematical calculations quickly and accurately.
Ability to read, understand, and review documents for accuracy.
Ability to learn complex principles, practices, techniques, and regulations.

Skills

Business writing
Microsoft Office
Business math
Attention to detail
Problem-solving
Scheduling
Calendar management
Organization
Independent work
Self-starter
Oral communication
Written communication
Interpersonal skills
Confidentiality
Teamwork
Record keeping
Mathematical calculations
Document review
Adaptability

Location

Onsite

Work Type

Onsite (at least 3 days a week)

Experience Level

Lead/advanced level
Six years of increasingly responsible administrative or secretarial experience

Education Level

Equivalent to completion of the twelfth grade

About the Company

The Metropolitan Transportation Commission (MTC) is the transportation planning, financing, and coordinating agency for the nine-county San Francisco Bay Area.
MTC is the federally designated Metropolitan Planning Organization (MPO) and the state designated Regional Transportation Planning Agency (RTPA) for the nine-county San Francisco Bay Area.
MTC provides services to the Association of Bay Area Governments (ABAG).
For more information about MTC, visit www.mtc.ca.gov.

Equal Opportunity

The Metropolitan Transportation Commission is an equal-opportunity, non-discriminatory employer.
MTC provides all employees and applicants with an equal opportunity in every aspect of the employment experience regardless of race, color, religion, sex, sexual orientation, gender identity, age, national origin, physical handicap, medical condition or marital status.