Executive Secretary (Member Services & Communications)

**SBCERA is excited to announce that we are hiring for two (2)** **Executive Secretary positions****. One position will be assigned to the** **Member Services Department** **and the other to the** **Communications Department****.** Under the direction of a member of the senior leadership team, the Executive Secretary provides high-level administrative and secretarial support to executive and/or professional staff. This role requires the exercise of sound judgment, discretion, and independence in interpreting departmental procedures and representing the priorities and perspective of assigned leadership. Assignments vary across departments and require knowledge of organizational practices, policies, and procedures of varying complexity. The Executive Secretary plays a critical role in ensuring efficient operations, effective communication, and the handling of sensitive and confidential information. **DISTINGUISHING CHARACTERISTICS** The Executive Secretary classification is characterized by the primary and ongoing responsibility for performing a wide range of advanced administrative and secretarial duties in direct support of executive or professional staff. This classification is distinguished from general clerical roles by: A high degree of discretion and confidentiality Independent judgment in prioritizing and managing work Regular interaction with leadership and key stakeholders Responsibility for interpreting procedures and representing the supervisor’s perspective Positions in this class maintain a confidential working relationship with one or more designated executives or professional staff and are entrusted with sensitive information and communications. **SBCERA CORE VALUES IN ACTION** Every employee is expected to model SBCERA’s core values by acting with integrity, embracing accountability, collaborating across teams, and striving for professional excellence in service to our 50,000+ members and beneficiaries. Include, but are not limited to: 1. Compose, draft, and edit correspondence, reports, and other written materials based on general direction or instruction 2. Prepare, format, and produce a variety of documents, including technical and numerical materials, ensuring accuracy and adherence to organizational standards 3. Proofread and review documents for grammar, punctuation, clarity, accuracy, and compliance with SBCERA policies and procedures 4. Screen, prioritize, and route incoming calls, emails, and correspondence; respond to inquiries requiring interpretation of policies and procedures 5. Review and assess incoming materials, determining appropriate distribution and recommended action 6. Research, compile, and prepare confidential and sensitive documents for executive review and decision-making 7. Coordinate meetings, conferences, and appointments; prepare agendas and supporting materials 8. Attend meetings as required; record, transcribe, and distribute minutes and follow-up actions 9. Assist with travel arrangements and prepare expense reports in accordance with organizational policies 10. Maintain office systems, including files, records, and inventory of supplies and forms 11. Operate standard office equipment and utilize business technologies to support administrative functions 12. Serve as a liaison between executives, staff, and external stakeholders as appropriate 13. Perform other related duties as assigned. To perform this job successfully, an individual must be able to perform each essential function above. The requirements listed below are representative of the knowledge, skill, and/or ability required. **Knowledge of:** - SBCERA’s mission, strategic pillars, and core values of Integrity, Accountability & Transparency, Commitment, Effectiveness, Professional Excellence, and Collaboration. - Office administration practices and procedures - Business correspondence, formatting, and document preparation - Recordkeeping and filing systems - Applicable organizational policies and procedures - Microsoft…