THE POSITION

Under the direction of a member of the senior leadership team, the Executive Secretary provides high-level administrative and secretarial support to executive and/or professional staff.  This role requires the exercise of sound judgment, discretion, and independence in interpreting departmental procedures and representing the priorities and perspective of assigned leadership.

Assignments vary across departments and require knowledge of organizational practices, policies, and procedures of varying complexity.  The Executive Secretary plays a critical role in ensuring efficient operations, effective communication, and the handling of sensitive and confidential information.

DISTINGUISHING CHARACTERISTICS

The Executive Secretary classification is characterized by the primary and ongoing responsibility for performing a wide range of advanced administrative and secretarial duties in direct support of executive or professional staff.

This classification is distinguished from general clerical roles by:

A high degree of discretion and confidentiality 

Independent judgment in prioritizing and managing work 

Regular interaction with leadership and key stakeholders 

Responsibility for interpreting procedures and representing the supervisor’s perspective 

Positions in this class maintain a confidential working relationship with one or more designated executives or professional staff and are entrusted with sensitive information and communications.

SBCERA CORE VALUES IN ACTION

Every employee is expected to model SBCERA’s core values by acting with integrity, embracing accountability, collaborating across teams, and striving for professional excellence in service to our 50,000+ members and beneficiaries.  

EXAMPLES OF DUTIES

Include, but are not limited to:

1. Compose, draft, and edit correspondence, reports, and other written materials based on general direction or instruction 
2. Prepare, format, and produce a variety of documents, including technical and numerical materials, ensuring accuracy and adherence to organizational standards 
3. Proofread and review documents for grammar, punctuation, clarity, accuracy, and compliance with SBCERA policies and procedures 
4. Screen, prioritize, and route incoming calls, emails, and correspondence; respond to inquiries requiring interpretation of policies and procedures 
5. Review and assess incoming materials, determining appropriate distribution and recommended action 
6. Research, compile, and prepare confidential and sensitive documents for executive review and decision-making 
7. Coordinate meetings, conferences, and appointments; prepare agendas and supporting materials 
8. Attend meetings as required; record, transcribe, and distribute minutes and follow-up actions 
9. Assist with travel arrangements and prepare expense reports in accordance with organizational policies 
10. Maintain office systems, including files, records, and inventory of supplies and forms 
11. Operate standard office equipment and utilize business technologies to support administrative functions 
12. Serve as a liaison between executives, staff, and external stakeholders as appropriate
13. Perform other related duties as assigned.

MINIMUM QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential function above.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

Knowledge of:

• SBCERA’s mission, strategic pillars, and core values of Integrity, Accountability & Transparency, Commitment, Effectiveness, Professional Excellence, and Collaboration.
• Office administration practices and procedures
• Business correspondence, formatting, and document preparation
• Recordkeeping and filing systems
• Applicable organizational policies and procedures
• Microsoft Office Suite, including Word, Excel, and Outlook

Skill to:

• Apply SBCERA’s core values in providing executive-level support
• Communicate effectively in writing and verbally with professionalism and clarity
• Organize, prioritize, and manage multiple assignments and deadlines
• Maintain accuracy and attention to detail in all work products
• Exercise discretion and handle confidential information appropriately
• Provide responsive and customer-focused administrative support

Ability to:

• Model behaviors consistent with SBCERA’s core values
• Edit correspondence for appropriate spelling, grammar, and tone
• Interpret and apply policies, procedures, and guidelines
• Work independently while supporting executive and team priorities
• Establish and maintain effective working relationships with staff, management, and external stakeholders
• Adapt to changing priorities and work demands
• Maintain confidentiality and demonstrate sound judgment

EDUCATION, EXPERIENCE AND LICENSE/CERTIFICATES
A combination of education, experience, and license/certificate that would likely provide the required knowledge, skills, and abilities may be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:

Education:
A high school diploma or G.E.D. and at least six (6) semester (9 quarter) units of completed college coursework in business writing, English, behavioral sciences, business or public administration or a closely related field.  An Associate’s Degree is highly desirable. 

Experience:
Three (3) years of progressively responsible and complex secretarial or administrative support experience at an executive or professional level. Experience must include preparing and processing business or legal documents, maintaining records, composing correspondence, coordinating meetings, preparing agendas, and taking and transcribing minutes.

Licenses and Certificates:
A valid California Class C driver’s license may be required.

SUPPLEMENTAL INFORMATION

There will be a competitive evaluation of qualifications based on a review of all application materials submitted. Applicants must clearly describe their experience in the areas designated. Those who demonstrate exceptional qualifications in the competitive evaluation will be invited to continue in the selection process which may include written and/or performance examinations, oral interviews and/or other related evaluation methods. 

Prior to employment, the prospective candidate must successfully complete a thorough background review, including being fingerprinted, as well as a medical examination, which will include a drug/alcohol screening. The resulting report of your conviction history, (if any), will be evaluated along with the other information received in connection with your application. Except as otherwise required by law, a criminal conviction will not necessarily disqualify you from the position. The nature, date, surrounding circumstances, and the relevance of the offense to the position applied for may, however, be considered.

This position is "at will" and serves at the pleasure of the Chief Executive Officer.

Hybrid/Telework and Flexible Work Schedule: This position may be eligible for a hybrid working schedule with 3 days in the office and 2 days working remotely. SBCERA offers a flexible 9/80 work schedule where employees work 9 hours each day with the exception of either Monday or Friday where they work 8 hours one week and are off the following week.