EXECUTIVE SECRETARY - HARBOR

• Provide executive secretarial and administrative support to assigned executive staff.
• Maintain calendars; coordinate, schedule, arrange, and confirm meetings, appointments, conferences, and hearings; screen requests for appointments to ensure efficient and prudent utilization of executive availability.
• Arrange domestic and foreign travel; create itineraries and expense reports.
• Review correspondence, business proposals, contracts, and other documents to assess compatibility of obligations and sensitivity to business interests in specific subject matter. Annotate points of concern and recommend execution, revision, or rejection.
• Answer, screen, and direct telephone calls and take messages.
• Act as Timekeeper by completing timecards electronically on a weekly basis.
• Compose routine correspondence, including Board, Committee, and Information Only memoranda.
• Retrieve, distribute, and open mail.
• Edits and prints various types of correspondence, memoranda, and reports.
• Work collaboratively with a team of Executive Assistants, fostering strong communication, coordination, and mutual support to ensure the efficient operation of the executive office.
• Provides backup support for other executive administration staff.

• Organize,maintain, and update electronic files, documents, and records; create, maintain, and update filing and tracking systems.
• Take accurate meeting notes, summarize key discussions and action items, and prepare correspondence for executive review. Keep executives and other staff informed regularly on the status of open issues.
• Plan and execute high-level meetings and special events, coordinating logistics, preparing materials, and providing on-site support for executive leadership. Perform other secretarial and administrative duties as required.

MINIMUM REQUIREMENTS

• 5 years or more of progressively responsible executive secretarial experience.
• High school diploma or equivalency is required; Two or more years of college is preferred.
• Must have a valid driver’s license at the time of appointment.

PROFESSIONAL EXPERIENCE

• Prior experience as an Executive Secretary working for a similar or larger-sized company or organization, with similar responsibilities, is required.
• Prior experience working for the head of a division/department.
• Highly proficient computer and word processing skills (proficient in MS Word, Excel, PowerPoint, and Outlook).
• Professionalism and ability to exercise good judgment in handling confidential matters.
• Excellent verbal and written communications. Exceptional interpersonal skills, with the ability to work effectively in a team environment.
• Excellent proofreading skills.
• Detail-oriented.
• Competent organizational skills and ability to multitask and prioritize tasks efficiently and effectively.
• Ability to work and think independently, without significant direction or oversight.
• Basic knowledge of operating office equipment and machinery required.
• Basic knowledge of customer service to employees and management is required.

• A general understanding of maritime terminology is a plus.
• Knowledge of how state and local government interact with the Board of Harbor Commissioners is a plus.
• A general understanding of the Brown Act would be a plus.
• A general understanding of the Board agenda process would be a plus.
• Ability to adapt and use new software programs.

• Auto Allowance – $300.00 per month
• Executive Leave – 40 hours per year.
• Retirement – CalPERS 2% @ 62, coordinated with Social Security. Current member contributions are 8.00% for CalPERS and 6.2% for Social Security, paid by the employee.
• Pay for Performance – Pay for Performance is awarded based on employee performance as demonstrated through achievement of individual goals, demonstration of required competencies, and available budget funds.
• Deferred Compensation – The City contributes up to 5% of the base salary for all qualified members contributing to the 457(b) plan.
• Group Health Insurance – Medical and dental options (HMO and PPO). Free vision coverage.
• Life Insurance – City-paid life insurance policy of $20,000 plus executive insurance benefit equal to three times annual salary up to a maximum of $500,000.
• Disability Insurance – City-paid short- and long-term disability insurance.
• Vacation – Vacation is accrued at 3.7 hours per pay period to begin, which is equivalent to two weeks on an annual basis. Vacation can be used after six months of service.
• Sick Leave – Accrued at 8 hours per month. Accruals may be converted upon retirement into cash credits toward health and/or dental insurance premiums or retirement service credits.
• Paid Parental Leave – After six (6) months of City employment, the City pays up to 30 consecutive days (160 hours) for eligible employees to take paid time to bond with the child upon birth, adoption, or foster placement of a child, up to the age of 17.
• Holidays – 11 scheduled holidays per calendar year and four (4) personal holidays.
• Bereavement Leave – 5 days for the death or critical illness of an immediate family member.
• Education Reimbursement – Tuition reimbursement allows employees to obtain additional education or training.
• Annual Physical – Eligible to receive an annual physical examination at the city's expense through the city-provided program.
• Public Student Loan Forgiveness – As the Harbor Department of the City of Long Beach, a governmental agency, the Port of Long Beach is a qualifying employer for the Public Student Loan Forgiveness (PSLF) program.

529 college savings plan – The ScholarShare529 plan is an account that allows employees to invest specifically for future education expenses through the Long Beach City Employees Federal Credit Union.

Funds can be used from your 529 savings plan to send your grandkids, kids, or even yourself to any accredited public or private U.S.

college or university, or two-year technical or vocational institution.