Job Details

Executive Assistant I/II in the Executive Office

Join an agency committed to creating a healthy breathing environment for every Bay Area resident while protecting and improving public health, air quality, and the global climate.

About the Division

The Executive Assistant in the Executive Office will report to the Executive Operations Manager and support the office by performing administrative work to facilitate Board and Committee meeting agenda packets, attend in-person meetings, provide administrative support to the Executive Office, while providing day to day support to a Deputy Executive Officer.

Responsibilities

• Initiates correspondence independently for signature by appropriate management staff; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
• Organizes meetings by notifying participants, making room arrangements, preparing agendas and required informational materials; may attend such meetings, hearings, etc., and prepare minutes.
• Relieves executive staff of certain administrative matters by following up on projects, transmitting information, and keeping informed of pertinent activities.
• Makes appointments and maintains a calendar; schedules and arranges for meetings and makes travel arrangements; sorts mail and obtains related backup materials.
• Coordinates and assembles information from the Air District's management and executive staff, the public and other stakeholders for Board of Director's meetings; prepares and distributes the materials.
• Proofreads and uploads materials to the Air District's website.
• Organizes own work; sets priorities and meets critical deadlines; ensures that such deadlines are met by other staff.
• Receives and screens visitors and telephone calls, providing information and resolving complaints which regularly require the use of judgment and the interpretation and application of policies and procedures.
• Researches, compiles and summarizes a variety of informational or statistical data and materials.
• Transcribes minutes and types draft reports and a wide variety of finished documents from notes, brief instructions, or printed materials; inputs or retrieves data and prepares reports using a personal computer system; compiles and processes confidential materials.
• Organizes and maintains various administrative, reference, and follow‑up files; purges files as requested.
• Creates Power Point presentations and related materials for management presentations.
• Tracks Board of Directors' expenses and processes related payments.
• May train, review and evaluate work of office support staff.

Minimum Qualifications

• One year of administrative experience providing office and administrative support to public sector management or corporate management, equivalent to the Air District class of Administrative Assistant.
• Three years of administrative experience providing office and administrative support to public sector management or corporate management, equivalent to the Air District class of Administrative Assistant.
• Completion of the equivalent of 18 semester units from an accredited college or recognized business school in relevant subjects may substitute for up to 6 months of the required experience.

Desirable Qualifications

• Experience providing high level administrative support and customer service to C‑suite executives, elected officials or government leaders.
• Professional judgement, discretion, and the ability to handle sensitive materials and confidential matters with integrity.
• Strong calendar management experience including scheduling complex meetings across multiple stakeholders.
• Ability to prepare agendas, take meeting minutes and follow up on action items.
• Strong experience in business writing, editing and proofreading executive documents for accuracy and clarity.
• Experience coordinating logistics for internal and public meetings.
• Ability to manage multiple priorities and meet deadlines with minimal supervision.
• High proficiency in Microsoft Office Suite, virtual meeting platforms (Zoom, Teams, etc.).
• Understanding of governmental processes and familiarity with the Brown Act.

How to Apply

Interested individuals must submit a completed Air District application and responses to the supplemental questionnaire by 5:00 p.m. on Wednesday, October 23, 2025. Resumes are encouraged, but not mandatory, and will not be accepted in lieu of the required application materials. Applications are accepted online; please visit www.baaqmd.gov/jobs to apply. Postmarks, faxes, and e‑mailed applications will not be accepted.

Selection Criteria

Selection may be based upon a competitive examination consisting of a written exercise, interview, or combination of the two. Depending on the number of qualified applicants, an application screening and/or panel interview may be used to determine the most qualified applicants. The Air District may hire from this recruitment process to fill future vacancies occurring within the next 18 months. Persons with disabilities who may require reasonable accommodations during the application and/or selection process should notify the Human Resources Office at (415) ###-####. The Air District is an Equal Opportunity Employer.