Executive Assistant (20710116)

Location

Claremont, 91711

Description

$2,500 Sign on Bonus

Hybrid Schedule Available - This position requires full-time, onsite work for the first 60 days. Hybrid eligibility begins thereafter.

THE POSITION

Under general direction, the Executive Assistant performs a wide range of complex, highly responsible, and confidential administrative and secretarial duties in support of the Executive Director, Executive Management, the Governing Board, the Mental Health Commission, and other officials. This position requires regular access to sensitive and confidential information and the ability to exercise independent judgment in interpreting and applying policies, procedures, and administrative regulations. The Executive Assistant relieves the Executive Director of routine administrative and clerical matters, responds to public inquiries, and routes requests in accordance with established procedures. Performs related duties as assigned.

This position will perform the following essential duties, including, but not limited to:

• Provide high-level, confidential administrative support to the Executive Director and Executive Management, including sensitive and agency-wide matters.
  
  
• Support strategic initiatives, community engagement, and special projects through research, data compilation, reporting, and performance tracking.
  
  
• Prepare agendas, presentations, correspondence, reports, and materials for the Executive Director, Executive Team, Governing Board, and Mental Health Commission.
  
  
• Attend meetings as directed; serve as recording secretary and prepare accurate minutes and follow-up documentation.
  
  
• Support Governing Board and Mental Health Commission operations in compliance with federal, state, and local laws, including the Brown Act.
  
  
• Maintain records and files in compliance with HIPAA, FLSA, Public Records Act, and agency retention requirements; coordinate public records requests and legal matters.
  
  
• Manage executive calendars, scheduling, travel, and hybrid meetings using Microsoft 365, Teams, Zoom, and related platforms.
  
  
• Serve as primary point of contact for executive leadership; manage and prioritize communications and independently draft responses.
  
  
• Provide administrative and project support to executive leadership, including purchasing, work orders, fiscal, contract, and regulatory documentation.
  
  
• Assist with training administrative staff and maintaining executive office workflows.
  
  
• Research laws, regulations, contracts, and Governing Board actions; maintain required documentation, including conflict of interest filings.

Job PDF:

Ideal Candidate

Education and Experience

Experience:

Required: Three (3) years of increasingly responsible administrative experience supporting executive leadership in a public agency, healthcare, or nonprofit environment.

Education:

Preferred: Bachelor’s degree in business administration, public administration, behavioral health administration, or a related field. Each additional year of qualifying, progressively responsible experience may be substituted for one year of college, up to a maximum of four years.

Licenses and Certifications:

Possession of a valid California Driver's license, a satisfactory driving record, and a properly registered and insured vehicle, to be maintained throughout employment.

Typing Requirement:

Applicants must submit a certified typing certificate demonstrating a minimum of 60 net words per minute.

The certificate must:

• Be issued by an accredited school, workforce center, or employment agency
• Reflect a minimum 5‑minute timed test
• Include net words per minute and number of errors
• Be dated within 12 months of the application deadline

Online/self‑administered typing tests will not be accepted.

Any combination of education and experience that provides the required knowledge, skills, and abilities may be considered qualifying. Candidates may be hired above the minimum salary range based on qualifications (DOQ).

Benefits

FULL-TIME EMPLOYEE BENEFITS:

Sign-on Bonuses: $2,500 for eligible positions.

Merit Salary Increases: Annually based on performance, budget availability and supervisor approval.

CalPERS Pension: 2% @ 55 for Classic Members and 2% @ 62 for PEPRA Members; employee contributes 7% for Classic and 7.75% for PEPRA. No Social Security.

Vacation:80 hours per year, increasing with years of service with a maximum of 240 hours; cash out option available.

Sick Leave: Full-Time employees = 88 hours per year with no cap.

Holidays: 11 paid holidays per calendar year plus an additional 16 hours of Floating Holidays.

Longevity Pay: $2500 at 5 years of service; $5000 at 10-35 milestone years of service.

Flexible Work Schedule**:Options may include a 9/80 schedule. The first 60 days are worked fully onsite, five days per week. After that period, a hybrid schedule may be considered that includes a combination of onsite work and teleworking, subject to operational needs and supervisory approval.

Health Insurance:Medical (Kaiser HMO), dental (MetLife PPO) and vision coverage (EyeMed) of which 80% is paid by Tri-City Mental Health Authority (TCMHA).

Life Insurance: Paid at one times annual salary, paid by Tri-City MHA with additional optional coverage available.

Deferred Compensation (457b): Available to interested employees; no employer match.

Additional Optional Benefits: EAP, FSA, STD/LTD & ADD, Bilingual Incentive Pay, On Call Pay, Employee Referral Fee Program, Public Service Loan Forgiveness (PSLF) eligibility, Credit Union available through CU of So Cal, paid time off for Continuing Medical Education (CME), and more.

**Availability of flexible schedule and days of regular day off is dependent upon the needs of the Department and approval from Management.

Special Instructions

REQUEST FOR ACCOMMODATION:Tri-City Mental Health Authority will make reasonable accommodations in the recruitment process to accommodate disabled applicants. If you are invited to participate in an examination or interview and have a disability for which you require an accommodation, please contact the Human Resources Department at [email protected].

Tri-City Human Resources Department may contact candidates via email or phone. Please pay attention to both forms of communication, as information regarding application status may be provided by email or phone.

Tri-City does not cover the cost of relocation fees.

Recruitment Contact

Contact email:

[email protected]