Executive Assistant/Clerk of the Board

  • San Diego Association of Governments - SANDAG
  • San Diego, CA, USA
Full Time Admin-Clerical Government

Job Description

Overview of the Executive Office

The success of SANDAG as a regional agency is firmly grounded in our ability to establish and nurture relationships with our member agencies as well as with federal, state, and regional policymakers, and other key stakeholders in our programs and projects. The Executive Office serves as a critical link between the Board of Directors, who establish the overall direction and priorities for the agency, and employees, who are responsible for achieving the program and project goals of the Board. The Executive Office includes key leadership positions such as the Executive Director and Chief Deputy Executive Director as well as specialized departments and positions whose purview is to provide technical expertise and guidance throughout the agency as well as to the Board and Policy Advisory Committees.

An important element of the complex administrative and political support the agency provides to the Board of Directors lies with our two Executive Assistants who maintain strong working relationships with elected officials, staff from member agencies, business and community leaders, and with employees at all levels within the organization. The Executive Assistants are relied on for their skill in understanding and recognizing the many demands on Executive Team members and effectively prioritizing or referring requests, receiving and distributing information in a timely manner, and maintaining a professional and helpful attitude that is a reflection of SANDAG.

Executive Assistant/Clerk of the Board role

As a member of the Executive Office, the Executive Assistant/Clerk of the Board will perform a range of highly skilled and specialized administrative and secretarial duties for the Executive Director, Chief Deputy Executive Director, and other Executive Team members, serve as Clerk to the Board of Directors and Policy Advisory Committees, and provide information and assistance to agency employees, elected officials and staff from member agencies, community leaders, and the public regarding SANDAG services, programs, policies, and procedures.

Job Responsibilities

This opportunity is ideal for an experienced administrative professional with expertise in providing complex support to senior-level Executives. We anticipate significant career development will occur while working on the types of duties and responsibilities described below and through mentoring and close collaboration with Executive staff. Examples of primary responsibilities include:

  • Provide direct administrative support to the Executive Director, Chief Deputy Executive Director, General Counsel, and to other members of the SANDAG Executive team.
  • Serve as a liaison between the Executive office, other SANDAG departments, and external agencies, jurisdictions, and organizations at the local, state, and federal level.
  • Schedule appointments, coordinate meetings, and maintain the calendar for the Chief Deputy Executive Director and other Executive Team members; coordinate facility arrangements, meeting room set up, and audio-visual resource requirements; ensure meeting presentations, reports, and meetings notes are prepared; and greet guests scheduled to meet with Executive Team members.
  • Respond to telephone callers; determine the nature of inquiries and either provide requested information or transfer calls to appropriate employees; if required, take messages from callers and forward to employees, either written or verbally, in a timely and accurate manner for follow-up.
  • Receive and review mail for the Executive Director and the Chief Deputy Executive Director, and route to appropriate employees for information or action.
  • Attend monthly meetings of the Board of Directors, Policy Advisory Committees, and other committees as assigned, and use SoniClear recording software to record the meetings; prepare draft and final meeting minutes and actions for distribution within prescribed timeframes; maintain official records of meetings.
  • Contact Board and Policy Advisory Committee members to confirm attendance at meetings, respond to inquiries related to meetings and agendas, and coordinate the Board/Committee compensation process.
  • Coordinate and finalize travel requests for SANDAG employees and elected officials; process and follow-up on travel expense reports and requests for reimbursement.
  • Accurately prepare correspondence, memos, notices, and bulletins from rough draft, verbal instruction, or transcribing machine recordings in a timely manner; independently compose routine correspondence and reports as needed.
  • Assist the Office of the General Counsel with a variety of legal tasks, including the processing of Statements of Economic Interests (Conflict of Interest Forms 700) for Board/Committee members, consultants, and agency employees.
    Review and verify invoice information and prepare invoices for payment; monitor contract capacity; prepare status reports.
  • Gather or research data or materials for general information purposes or special reports by contacting employees, other departments, or agencies; distribute relevant information as directed.
  • Review materials that are submitted for the Chief Deputy Executive Director’s attention to determine if all relevant data, files, and signatures are included.

Experience and Qualifications

Numerous factors contribute to an individual’s ability to be successful in any given role. For this position, we are searching for an articulate, outgoing, and conscientious person experienced with public meeting procedures, the preparation of agendas, and providing assistance to a decision-making body. The successful candidate will be a personable, organized, and detail-oriented individual dedicated to handling all duties in a professional and helpful manner while meeting numerous time-sensitive deadlines. Excellent computer skills, superior communication skills, and the ability to exercise diplomacy, tact, and sensitivity are key characteristics.

The minimum education, training, and experience qualifications include a high school diploma or equivalent supplemented by specialized secretarial training or college level business courses and seven years of increasingly responsible experience providing administrative support to senior Executives. Experience supporting an official public agency similar in size and complexity to SANDAG is preferred.

The following information describes the specific types of career experiences that are most relevant to this position.

  • Demonstrated experience providing complex administrative support services for senior executive staff; previous experience with elected officials, municipal government, city/county departments, and operations is desirable.
  • Experience scheduling and coordinating a high volume of appointments/meetings with numerous attendees, and maintaining a calendar of activities, meetings, and events for senior executives; demonstrated ability to understand appointment priorities and negotiate requests for time.
  • Knowledge of public meeting procedures; experience providing support to a Board, Committee, or other decision-making body; experience attending meetings to record minutes and summarize actions; ability to transcribe meeting information into official minutes for public distribution.
  • Demonstrated ability to create and format a wide variety of electronic documents ranging from routine letters and memos, to more complex agendas and long reports; demonstrated proficiency with advanced document formatting processes using MS Word; demonstrated ability to type or take notes at a speed necessary for successful job performance.
  • Experience coordinating employee travel requests and preparing expense reports/requests for reimbursement.
  • Demonstrated ability to work with sensitive information and maintain confidentiality.
  • Experience maintaining files and records including hard copy and electronic files; experience preparing invoices for payment; ability to research, gather, organize and arrange a diverse range of information; ability to keep complex records and prepare reports.
  • Excellent customer service skills including strong verbal and written communication skills for responding to telephone and email inquiries.
  • Demonstrated ability to work well under pressure and with frequent interruptions from telephone calls, visitors, and employees; effective time management skills and the ability to perform multiple tasks simultaneously.
  • Excellent organizational skills and the ability to exercise good judgment, work independently, and meet strict deadlines.
  • Ability to establish and maintain effective working relationships with department executives, elected and appointed officials of other governmental agencies, employees, community and business leaders, the public and others encountered in the course of work.
  • Demonstrated computer software proficiency using various programs from the Microsoft Office Suite (particularly Word and Excel) and other PC-based applications.
  • Certification as a Notary Public is desirable.
  • Candidates must pass a pre-employment criminal background and credit check; periodic background checks will be a condition of ongoing employment. The selected candidate also can anticipate a driving record check upon hire, and approximately annually thereafter.

Salary and Benefits

SANDAG rewards the efforts of its employees with a comprehensive compensation package. Competitive salaries are supplemented with a flexible and generous offering of health, financial security, and time-off benefits to meet the work and life needs of employees and their families.

The Executive Assistant/Clerk of the Board position has an annual salary range of $56,170 to $89,873; the starting salary will depend on the qualifications and experience of the selected candidate.

Our benefits include traditional health, dental, and vision insurance as well as employee assistance, wellness, and work/life balance programs. To support the need to rest and rejuvenate, employees are provided with a bank of paid time off in addition to paid holidays. Contributions to financial security are provided through a pension plan and deferred compensation program.

How to Apply

We encourage all interested candidates to apply for this position by completing a SANDAG Employment Application form. Resumes, cover letters, and work samples may be submitted in addition to the Employment Application but are not a substitute for this document.

The Employment Application can be downloaded in PDF format from the SANDAG website. Alternatively, a copy can be requested by calling (619) 699-1900 or emailing hr@sandag.org. Completed applications and related materials can be submitted via e-mail, fax, regular mail, courier, or delivered by hand. See our Careers / How to Apply webpage for additional information.

This position is Open until Filled. The first review of applications will begin on February 22, 2019.

In compliance with the Americans with Disabilities Act (ADA), SANDAG will accommodate persons who require assistance in order to apply for a position at SANDAG. Applicants requiring an accommodation due to a disability during any stage of the recruitment and selection process, including requesting this document and related application materials in an alternative format, should make their needs known by contacting Human Resources at (619) 699-1900, (619) 699-1904 (TTY), fax (619) 699-6905, or hr@sandag.org.

Additional Application Requirement

To help us further evaluate the skills and experience of individuals interested in this position, candidates are asked to respond to the Supplemental Questions below. The information can be up to 500 words per question and should be submitted with the Employment Application. This is considered a required component of the application; applications received without a response will be screened out of the selection process.

Supplemental Questions

  1. Describe your experience providing complex administrative support for meetings of executives, elected officials, or other groups.
  2. Describe the strategies you use for balancing a variety of tasks while working to meet multiple deadlines. How do you prioritize projects that may have conflicting deadlines?

Candidate Selection and Notification

Following the first review date for applications, all candidates will receive written confirmation that their application has been received. The hiring manager will begin reviewing and evaluating applications within a few days of the first review date. Based on this evaluation, the best qualified candidates will be invited to continue in the selection process. All candidates will receive written notification as to the final outcome of their application.

Further Information

The SANDAG website contains a wealth of information about our various project and program areas. The Careers section of the site lists all of our current Job Openings as well as information on how to apply for positions and Frequently Asked Questions about our recruitment process.

In compliance with the Immigration Reform and Control Act of 1986, applicants hired by SANDAG must show acceptable proof of identity and evidence of authorization to work in the United States.

SANDAG is an Equal Opportunity Employer


Administrative Support

Education Requirements

High School Diploma


$56,170 to $89,873 per year