Human Resources Assistant

Job Overview 

A position within the Administration Department reporting directly to the Chief Executive Officer, the Executive Assistant is responsible for managing and executing a broad range of administrative tasks, including but not limited to coordinating meetings, managing correspondence, arranging travel, and serving as a liaison for the Board of Directors. This role requires exceptional organizational skills, a high level of discretion, an ability to analyze and anticipate needs and issues, and strong communication capabilities. 

Duties and Responsibilities include, but are not limited to, the following: 

• Manages the CEO’s calendar, schedules appointments, and coordinates meetings in a timely and efficient manner. Briefs the CEO daily and as needed on schedule, needs, and outstanding items, requests, and correspondence. Prioritizes items and tasks and brings urgent matters to the CEO’s attention quickly.  


• Tracks the CEO’s initiatives and priorities and works with the CEO to ensure continued progress and adherence to the annual work plan. Ensures the CEO reviews contracts, purchase orders, and other requests and administrative needs in a timely manner. 


• Acts as the primary point of contact for the CEO. Manages correspondence, including sending and promptly responding to emails, chat messages, and phone calls. Assists with the preparation and drafting of communications to the Board. Assists with writing and editing correspondence, such as emails, memorandums, and other forms of communication intended for both internal and external stakeholders. 


• Assists in the preparation of meeting agendas, materials, and follow-up actions. 


• Coordinates and oversees completion of special projects and initiatives, as assigned by the CEO. 


• Attends meetings, takes notes for follow up action, and helps ensure meetings run smoothly.  


• Prepares and edits reports, presentations, spreadsheets, and other documents. Ensures the documents are properly filed, distributed, and stored. 


• Seeks and coordinates opportunities for the CEO to participate in activities that strengthen the District’s standing. Accompanies the CEO during events and activities, providing logistical support. 


• Assists with researching issues related to policies, procedures, industry trends, and other matters as assigned. 


• Demonstrates discretion and handles sensitive information with the highest levels of confidentiality and professionalism. 


• Submits and manages catering requests and event work orders for meetings and special events. 


• Completes other duties as assigned. 

Qualifications 

• Three or more years’ experience supporting an executive or senior leadership team 

• Exceptional writing, editing, and proofreading skills 

• Excellent organization and time-management skills 

• Demonstrated ability to multitask and pay attention to details 

• Experience handling highly sensitive and confidential information 

• Excellent computer skills, including Microsoft 365 products and Microsoft Teams 

• Demonstrated resourcefulness and creative problem-solving skills 

Working Conditions 

• Temporary, full-time Monday through Friday work schedule through May. During the San Diego County Fair, the work schedule shifts to Wednesday through Sunday, and evening hours may be . 

• Work is primarily performed in a standard office environment with artificial light and climate control.  

• While performing this job, the employee is frequently required to sit, talk, and hear.  

• The employee is occasionally required to walk, use hands and fingers to operate standard office equipment, push and pull file drawers, and move bank boxes up to 25 pounds.  

• At times, work activities can involve walking and standing on foot for long periods.  

• Work activities also require the employee to read, write, and speak English at a level  for successful job performance.