The Executive Assistant provides critical, confidential, and fast-paced administrative support to department directors, ensuring the office runs with absolute precision. This role demands immediate responsiveness, independent judgment, and flawless execution across complex administrative, project, and organizational tasks.
40+Hours per week, M-F
Compensation, $38+ per hour
Core Responsibilities
Act as the directorâs right hand, managing sensitive information, high-priority communications, and urgent issues requiring discretion and rapid decision-making.
Prepare and finalize Board and committee agenda materials with zero errors; track deadlines and ensure all documents are delivered on time.
Control the directorâs calendar, coordinate high-stakes meetings, arrange logistics, and capture accurate minutes under tight timelines.
Draft and edit critical documentsâcontracts, reports, correspondence, presentationsâensuring accuracy, compliance, and immediate turnaround when needed.
Manage travel and expense processing quickly and accurately; maintain petty cash and ensure policy compliance.
Conduct research and compile data for reports, budgets, and project updates; perform calculations and prepare technical worksheets.
Oversee project and contract tracking, including PARs, agreements, amendments, encroachment permits, and consultant documentation.
Support grant administration, ensuring forms, signatures, financial data, and reporting are completed and submitted on schedule.
Coordinate and monitor department budgets, track expenditures, process purchase orders, and alert management to required adjustments.
Maintain confidential employee records, including evaluations, merit reviews, and disciplinary documents.
Develop and maintain templates, master documents, calendars, and departmental procedures to keep operations running smoothly.
Train and guide administrative staff, ensuring consistency and accuracy across the department.
Support construction management activities, including bid processing, insurance documentation, and pre-construction coordination.
Represent the department on committees, task forces, and special projects, often under tight deadlines and shifting priorities.
Required Strengths
Expert level administrative skills, including document preparation, communication, scheduling, and record keeping.
Ability to manage confidential information, prioritize urgent tasks, and meet strict deadlines.
Strong understanding of public agency operations, Board processes, construction terminology, and contract documentation.
Skilled in budget tracking, research, business math, and process improvement.
Advanced proficiency with modern office software and business systems.
Exceptional written and verbal communication skills.
Proven ability to work independently, exercise sound judgment, and maintain strong working relationships.
Minimum Qualifications
Five years of increasingly responsible administrative/secretarial experience.
High school diploma required; college coursework or an associate degree preferred.
For immediate consideration email your resume today to carolina.martinez@kpg-inc.com