Executive Assistant lV At-Will

Full Job Description

The Executive Assistant IV – At-Will provides high-level administrative and operational support to the CIO and executive team within the Riverside County Information Technology Department.

The role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key responsibilities include coordinating executive-level meetings, All-Hands events, and departmental activities; managing multiple calendars, travel arrangements, and meeting logistics; preparing and reviewing correspondence and reports; conducting research and compiling data for decision-making; and maintaining complex and confidential records.

The Executive Assistant IV also establishes office standards and procedures, prioritizes materials for executive review, supervises office support staff as assigned, and provides backup support for the Performance Evaluation system in collaboration with Human Resources.

Strong communication skills, adaptability, and professionalism are essential for success in this role.

This position serves as a critical liaison between executive leadership and the Board of Supervisors, Chief Executive Officer, commissions, committees, other agencies, and public/private entities.

The ideal candidate for the Executive Assistant IV – At-Will position will have extensive experience providing high-level administrative support to executive leadership, including managing multiple calendars and coordinating complex schedules.

This individual demonstrates exceptional organizational skills and the ability to prioritize correspondence and materials for executive review while maintaining strict confidentiality.

They are adept at acting as a liaison between the Chief Information Officer, governing bodies such as the Board of Supervisors, and other internal and external stakeholders.

The candidate possesses strong written and verbal communication skills, advanced proficiency in Microsoft Office applications—including Word, Excel, PowerPoint, Outlook, and Visio—and is capable of preparing reports, conducting research, and compiling data for decision-making.

Additionally, they excel in managing competing priorities in a fast-paced environment, coordinating executive-level meetings and events, and establishing office standards and procedures.

Professionalism, adaptability, and discretion are essential qualities, along with the ability to supervise support staff and collaborate effectively with Human Resources on performance evaluation processes.

This class has been designated At-Will in accordance with the provisions provided under Article 6, Section 601E (8) of the County Management Resolution and serves at the pleasure of the County Executive Officer.

Meet the Team!
RCIT is a full-service provider of IT services including communications, development, security, infrastructure, desktop support, helpdesk, and datacenter services. Comprehensive systems support is also offered for email and messaging, smart phones, tablets, expert technical support, and production and test environments.

Requirements

• Responsible for organizing and executing office All-Hands meetings, events, and activities.

This involves coordinating with various departments and people to determine the purpose and agenda of the event.

Includes but is not limited to selecting a venue or location, managing logistics such as catering, registration, set-up, overseeing event execution, and addressing any issues that arise.

• Establish, maintain, and direct the preservation of a variety of complex and/or confidential records; maintain and distribute agency/departmental procedures and rules; prepare, recommend, and establish office standards and procedures.

• Prioritize correspondence along with appropriate background materials for manager's review, reply, and disposition.

• Research, compile, and summarize information, data and statistics for regular and specialized reports.

• Prepare correspondence and reports independently; prepare itineraries and coordinate meetings/participants' schedules; arrange appointments and maintain manager's calendar; make travel arrangements for manager and staff; sort, screen, prioritize, and route incoming mail.

• Screen telephone calls and visitors directing them to the appropriate parties; answer questions and assist staff and the public; obtain information about agency/ departmental policies and procedures.

• Establish, maintain, and direct the preservation of a variety of complex and/or confidential records; maintain and distribute agency/departmental procedures and rules; prepare, recommend, and establish office standards and procedures.

• Prioritize correspondence along with supporting materials for manager's review, reply, and disposition.

• Serve as liaison between manager and subordinates, other managers, other county agencies/departmental staff and other governmental agencies and the public.

• Take and transcribe dictation directly, or from notes or recordings.

• Review outgoing correspondence, reports, and material for accuracy, grammar, and consistency with administrative policy.

• May supervise and lead administrative staff

• Back up Performance Evaluation system administrator to the HR Dept Rep

Qualifications

OPTION I

Education: Graduation from high school or attainment of a satisfactory score on a G.E.D. test may be required.

Experience: One year with the County of Riverside providing secretarial support to a department head or two years performing secretarial support at the executive level.

OPTION II

Experience: Three years of clerical experience, including at least two years providing administrative support and/or secretarial services at the executive level with responsibilities such as screening calls, maintaining an appointment calendar, composing correspondence, and researching, compiling, and preparing reports.

(Completion of 18 semester or 27 quarter units from an accredited college or university, or 360 hours of training from an accredited occupational training program in secretarial sciences, office practices, business education, or a related field to the assignment may substitute for up to one year of the general clerical experience.)

ALL OPTIONS

Knowledge of: Organizational operations sufficient to analyze, evaluate, and develop procedures and methods affecting the commitment of agency/departmental resources and administrative and clerical operations of a managerial office; current office methods and practices, including automated equipment, filing systems, business correspondence, receptionist techniques, and report writing; correct English usage, grammar, spelling, vocabulary, and punctuation.

Ability to: Manage departmental records; use office equipment for such functions as the Internet, e-mail, on-line services, and PC software; research, develop, and prepare data for management presentations; organize meeting plans and schedule appointments; provide effective client service and public relations; display strong interpersonal and communication skills, both verbally and in writing.

Additional Information

For questions regarding this recruitment:
Please contact Angela Tavaglione at atavaglione@rivco.org or (951) 966-3590. Please allow 1-2 business days for response.