Project Administrative Assistant

Job role : Project Administrative Assistant

Duration : Contract to Hire

Location : 3 6 months San Jose, CA

Planning, Building and Code Enforcement Department

POSITION AND DUTIES

The Director's Office is seeking applicants for a Project / Administrative Assistant position providing support to the Department and Director. The Project / Administrative Assistant position reports to the PBCE Chief of Staff with a dotted line reporting to the Director. This position provides administrative support and assistance primarily to the Director as well as supplemental support to the entire Executive Team.

This position is responsible for the following :

• Effective time management and daily scheduling for the Director.
• Analyze and communicate Director's decisions and views to staff.
• Compile and prepare data for a variety of Department reports.
• Implement and revise records, forms, filing systems, and procedures.
• Coordinate items to be schedule on future Council agenda and final processing of Department memoranda to City Council and Council Committees (Council Liaison).
• Coordinate and monitor Departmental agenda items for a variety of boards, commissions, roundtables, committees, and City Council meetings (horizon report).
• Coordinate monthly Council 1 : 1 meetings and complies agenda for Executive Team review.
• Handle sensitive and confidential information.
• Compose and edit highly sensitive correspondence
• Attend Director Meetings and take notes as required.
• Maintain records and filing systems.
• Manage Director Emails.
• Schedule Director 1 : 1 has and supports the development meeting agendas.
• Manage department procurement card and process orders for Director.
• Manage Director Tasks, signature requests, vacation requests, decisions, and reviews of key department documents.
• Support department meeting and event administration, scheduling and setup.
• Manage the annual milestone schedule and anticipate needs for future meetings and preparation activities.
• Perform a variety of independent research and report preparation.
• Prepare and coordinate all travel arrangements and expense reimbursements for the Director and Assistant Director.
• Prepare, review, and edit correspondence, memos, and reports for correct format.
• Implement improvements to department organization processes as it related to the management of the Director's office.
• Review mail, assign to appropriate staff for action, and follow up on its disposition.
• Receive incoming customer calls or emails and bring issues to the attention of the Director.