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Executive Assistant - Government Affairs Division

Santa Clara Valley Transportation Authority
9 days ago
Full-time
On-site
San Jose, California, United States
$101,608 - $132,080 USD yearly

Job Description

Join VTA’s Government Affairs Division as an Executive Assistant, providing high-level administrative and confidential support to executive leadership. In this role, you will help drive organizational priorities, manage complex schedules, and ensure seamless day-to-day operations.

Government Affairs Division
The Government Affairs Division is responsible for developing and coordinating VTA’s legislative and intergovernmental programs at the federal, state, regional, and local levels. Staff analyzes the impact of legislative and regulatory issues, and develops a coordinated strategy for responding to these issues. Government Affairs manages VTA’s legislative advocacy efforts in Washington, D.C., Sacramento, and the Bay Area. Additionally, staff keeps close contact and serves as the main point of communication with elected officials at the federal, state, and local levels.

The Government Affairs Division is also responsible for executive oversight of the Office of the Board Secretary, which provides VTA Board and Committee support including preparation of meeting agendas and minutes, distributing and responding to Board correspondence, developing and maintaining relationships with Board and committee members and VTA constituencies, and providing support services to the Board of Directors. The Office of the Board Secretary adheres to the Brown Act.

What You'll Be Doing
Definition
Under direction, an Executive Assistant provides varied, complex, and confidential secretarial and office administrative assistance to an Executive Manager.

Distinguishing Characteristics
Positions in this class assume responsibility for the overall administrative functions of a Division Chief, Director, or Deputy Director's Office. Responsibilities require considerable use of tact, discretion, initiative, and independent judgment and require general knowledge of the policies and procedures of the organization. The work often involves organizing, scheduling, coordinating, researching, compiling, exchanging, and analyzing complex information, and preparing correspondence.  Positions in this class may supervise clerical staff.

Positions in this class are distinguished from other secretarial classes in that the manager supported is an Executive Manager, and matters of a confidential nature are part of the duties of this class.  An Executive Assistant may be delegated limited authority to act on behalf of the Executive Manager.

Ideal Candidate

The ideal candidate to support the Chief Government Affairs Officer, and other Executives as needed is:

  • An administrative thought partner who is experienced in supporting executive managers in meeting goals and tracking progress
  • Experienced in supporting C-level public, private, or non-profit sector executives who work with federal, state, regional and local municipal governments and elected officials
  • Experienced in External Affairs, Intergovernmental Relations, Public Affairs, Community Relations and / or Public Engagement functions
  • Familiar with Santa Clara County, its cities, the nine (9) county bay area, and regional governments
  • Experienced and knowledgeable regarding California’s Brown Act transparency requirements
  • Able to plan for high impact periods
  • Passionate about transportation and housing
  • Diplomatic and discerning
  • Able to jump in and begin to contribute quickly 

About VTA

The Santa Clara Valley Transportation Authority employs more than 2,000 people dedicated to providing solutions that move Silicon Valley. Unique among transportation organizations in the San Francisco Bay Area, VTA is Santa Clara County’s authority for transit development and operations (light rail and bus), congestion management, transportation-related funding, highway design and construction, real estate and transit-oriented development, and bicycle and pedestrian planning. With local, state, and federal partners, VTA works to innovate the way Silicon Valley moves and provide mobility solutions for all. 


Santa Clara Valley Transportation Authority (VTA) is an independent special district that provides sustainable, accessible, community-focused transportation options that are innovative, environmentally responsible, and promote the vitality of our region.


VTA provides bus, light rail, and paratransit services, as well as participates as a funding partner in regional rail service including Caltrain, Capitol Corridor, and the Altamont Corridor Express.

As the county’s congestion management agency, VTA is responsible for countywide transportation planning, including congestion management, design and construction of specific highway, pedestrian, and bicycle improvement projects, as well as promotion of transit oriented development.


VTA provides these services throughout the county, including Campbell, Cupertino, Gilroy, Los Altos, Los Altos Hills, Los Gatos, Milpitas, Monte Sereno, Morgan Hill, Mountain View, Palo Alto, San Jose, Santa Clara, Saratoga and Sunnyvale. VTA continually builds partnerships to deliver transportation solutions that meet the evolving mobility needs of Santa Clara County.


As we continue to implement our VTA Forward Plan, we aim to strengthen and increase our workforce to take on future opportunities and challenges by elevating our people and our services.


For more information about our VTA Forward Plan, visit: https://www.vta.org/VTAForward


Family-Friendly Workplace Certification Program (FFWCP)

The County of Santa Clara FFWCP recognizes VTA as a business that creates supportive workplaces for employees and their families.


Family-friendly workplaces improve health outcomes and job satisfaction for employees and increase work productivity and retention for employers. Employers can create a family-friendly workplace by meeting and exceeding state and federal employment laws relating to parental leave, lactation accommodation, and work/family balance.

Essential Job Functions

Typical Tasks
  • Provides varied, complex, responsible and confidential secretarial and office administrative assistance to one or more Executive Managers;
  • Screens telephone calls and visitors; receives complaints and requests and handles or routes them for necessary action;
  • Handles room arrangements and correspondence for group meetings on behalf of the Executive Manager, prepares and transmits agendas;
  • Disseminates information to callers and visitors requiring judgment, knowledge, and interpretation of departmental procedures and regulations;
  • Serves as liaison between the manager served and internal and external groups or individuals;
  • Maintains the manager's calendar and reminds the manager of appointments; makes travel arrangements for division/department staff;
  • Establishes and maintains general and confidential files;
  • Takes minutes of meetings and distributes copies;
  • Prepares forms required for personnel transactions, requisition forms, purchase orders, and expense reports;
  • Composes routine correspondence from notes or brief instructions;
  • Conducts and independently carries out a variety of assigned special projects related to the activities of the Executive Manager;
  • Types a variety of documents including correspondence, reports, technical specifications, minutes of meetings, financial statements, memoranda, lists, and other written materials or documentation using word processing equipment, software, or other office equipment;
  • Proofreads word processing documents and computer entries; copies and assembles materials;
  • Operates a variety of office equipment, including personal computer, calculator, telephone, fax, photocopier, etc.;
  • Opens the manager's mail and determines appropriate disposition; processes outgoing mail;
  • Maintains office equipment including contacting service and repair personnel;
  • Orders supplies, subscriptions, and memberships as needed; maintains control over petty cash;
  • Learns specialty software programs of assigned unit;
  • May assist with special studies, surveys, and research projects;
  • May supervise and coordinate the work of clerical staff;
  • Performs program administration tasks as assigned;
  • Performs related work as required.

Minimum Qualifications

Employment Standards
Sufficient training, education, and experience to demonstrate possession of the required knowledge, skills, and abilities.

Development of the required knowledge, skills, and abilities is typically obtained through training and experience equivalent to completion of the 12th grade or equivalent and a minimum of two (2) years of experience as an administrative assistant for a manager with responsibility for a variety of programs.

Type accurately at a rate of 35 net words per minute.

Supplemental Information

Knowledge of:

  • Office administrative and secretarial practices and procedures;
  • The operation of common office equipment including typewriters, calculators, copy machines, facsimiles, and personal computers with common software applications such as word processing, database, spreadsheets and PowerPoint;
  • Correct English usage including spelling, grammar, punctuation and vocabulary;
  • Record keeping and filing methods;
  • Principles of supervision and training;
  • Basic mathematics;
  • Report writing and forms design principles.
Ability to:
  • Provide varied, responsible and confidential secretarial and office administrative assistance;
  • Learn, interpret and apply policies and procedures;
  • Organize work, set priorities, meet critical deadlines and follow up on assignments with a minimum of direction;
  • Work in a demanding environment with changing priorities and deadlines;
  • Use tact and discretion in dealing with confidential materials and information;
  • Research, compile and summarize a variety of information into a usable format;
  • Analyze information and materials and formulate conclusions based upon prescribed policies and procedures;
  • Compose concise, factual, and grammatically correct business correspondence and reports;
  • Maintain various record-keeping systems;
  • Operate standard office equipment including personal computers and various software programs;
  • Supervise and review the work of office support staff;
  • Type accurately at a net rate of 35 WPM;
  • Communicate effectively, both orally and in writing;
  • Establish and maintain cooperative working relationships with those contacted in the course of work.

General Application Instructions
Please read this job announcement in its entirety before applying. We recommend printing or saving a copy for future reference.

To be considered, applications must be submitted online through the Human Resources department by the posted deadline. If the job posting is listed as “continuous,” we encourage you to apply as soon as possible, as the posting may close without prior notice. Once your application is submitted, you will receive an immediate email confirmation.

Personalized responses to Supplemental Questions that connect your past experiences to this specific role are the most effective. AI-generated content may lack the specificity required to address the key criteria outlined in the job description. While we encourage the use of AI as a tool to enhance your work, we want to evaluate your non-AI-assisted communication skills. You may use AI to generate ideas, but please ensure your final responses are in your own voice and reflect your unique experience. Overreliance on AI-generated content is discouraged and may diminish your chances of success.

Important: Only online applications will be accepted for this recruitment. We do not accept paper applications, resumes, Job Interest Notification Cards, or incomplete/unsubmitted applications in place of a fully completed application.

Communication & Contact Information
All updates regarding your application—including notices for testing and interviews—will be sent via email. Be sure to select email as your preferred method of communication and maintain a valid, up-to-date email address. Applicants are also responsible for keeping their phone numbers and mailing addresses current in their online profiles.

Due to the high volume of applications, we are unable to provide individual updates. Please check your application status through your online account. For technical support, contact NEOGOV at (855) 524-5627, Monday through Friday, 8:00 AM – 5:00 PM (PST), excluding holidays.

Application Review & Processing
All current and prior relevant work experience—including experience with VTA—must be fully detailed in the Work Experience section of your application. Entries such as “see resume” are not acceptable. Incomplete or improperly completed applications may be rejected, even if you meet the minimum qualifications.

While you are welcome to upload a resume, it does not substitute for completing the online application in full. Be sure that your application accurately reflects the education and experience necessary for the position.

Applications are reviewed throughout the recruitment process to determine whether candidates meet the minimum qualifications. Meeting these minimums or advancing through any stage does not guarantee further consideration. Any misrepresentation or falsification of qualifications, experience, education, or training may result in disqualification and/or exclusion from future employment opportunities with VTA

This classification is non-represented. Wages, hours, and other terms and conditions of employment are governed by the applicable salary administration policy.


Tentative Examinations:

Oral Panel: May 2026


Conditions of Employment
Final candidates must successfully complete an Livescan background check, FBI (if applicable), reference checks, verification of education or certifications, and a criminal history review before appointment.


Eligibility List
The established Eligible List from this recruitment will be used to fill the current vacancies and additional vacancies that may occur.  Eligible Lists typically remain in effect for six (6) months. However, Human Resources may abolish Eligible Lists at any time during the six (6) month period. Human Resources may extend eligible Lists for up to two (2) years. Eligible Lists may be used for more than one recruitment. 


Americans with Disabilities Act Accommodations 
VTA is committed to providing reasonable accommodations to individuals with disabilities in the recruitment and examination process. To request an accommodation, please contact the Human Resources Department at (408) 321-5575 or email Personnel@vta.org at least five business days before the test.


Equal Employment Opportunity
VTA is an equal employment opportunity employer. VTA does not and will not tolerate discrimination against applicants or employees on the basis of age, ancestry, color, marital status, mental or physical disability, genetic information, national, origin, immigration status, political affiliation, race, religion, creed, sex, gender identity, gender expression, sexual orientation, pregnancy, medical condition, disabled veteran or veteran status, etc.