[Hiring] Senior Executive Assistant @Superior Court of California County of Los Angeles

Role Description

The Senior Executive Assistant to the Executive Officer/Clerk of Court (Executive Officer) performs advanced, highly sensitive, confidential, and complex administrative duties to support the Court's Executive Officer and other senior-level executives. This is a crucial role in the executive office that requires extensive coordination with members of the executive team, other administrators, and staff to ensure a smoothly operating office and performing at a high-level, service-oriented work environment which supports the Court's mission, strategic plan, and objectives.

• Manage the Executive Officer’s complex calendar, including scheduling meetings and tracking priorities, deadlines, and special projects in coordination with internal and external partners.
• Prepare and maintain a weekly briefing book by reviewing the Executive Officer’s calendar, gathering meeting materials, highlighting decisions, and tracking action items, follow-ups, and tasks.
• Support the monthly Senior Executive Team meeting by collecting and compiling meeting materials, attending the meeting, taking notes, and tracking resulting projects and action items.
• Coordinate the Executive Officer’s travel and expenses, following required templates and rules set by the Court and other organizations.
• Use generative AI tools for tasks such as PowerPoint presentations and organizing information for the Executive Officer’s review.
• Coordinate with the Court’s Events team to arrange leadership dinners, group dinners, and conference dinners as requested.
• Proofread policies, reports, correspondence, memoranda, and other documents for CEO approval and signature.
• Respond to phone calls, voicemails, emails, and correspondence on behalf of the Executive Officer.
• Oversee the Court’s administrative complaint process and provide guidance to staff.
• Interact with State, County, and Court officials and executives, requiring a thorough knowledge of Court practices, policies, and procedures.
• Receive and process requests for proposals and contracts as requested.
• Lead the Executive Office administrative support team by managing office operations and events.
• Supervise the work of the Executive Office receptionist.
• As a Co-Chair of the Court’s administrative professional community (LEAP), coordinate two annual meetings and oversee the distribution of monthly updates.

Qualifications

• 60 semester (90 quarter) units from an accredited college or university and seven (7) years of increasingly responsible administrative support experience, or
• Eight (8) years of increasingly responsible administrative support experience.

Requirements

• Credit for experience is based on a 40-hour workweek; part-time experience is credited on a pro rate basis.
• Overtime does not count toward additional credit.

Desirable Qualifications

• Ability to prioritize own work to achieve timely resolution of multiple concurrent projects.
• Comfortable context switching and running projects across a wide range of topics and teams.
• Excellent judgment, discretion, and poise under pressure.
• Strong skills in culture building, court operations, communications, relationship management, and internal stakeholder management.
• Experience using AI tools effectively and with discretion.
• Ability to analyze procedural and/or operational issues and reach sound conclusions.
• Ability to apply sound and creative problem-solving techniques.
• Experience working in a high-profile setting is strongly preferred.
• Excellent oral and written communication skills.
• Advanced MS Office suite skills, including Excel, Outlook, PowerPoint, Word, Teams, OneNote, and SharePoint.
• Familiarity with Canva and AI tools are a plus.

Applicant Support & Information

Applications must be submitted online. Applicants with disabilities who require reasonable accommodation to participate in the recruitment process may submit a request for accommodation to the email provided.

What to Expect After Applying

• Qualifying evaluation of education, training, and experience based upon submitted application.
• Applicants who best meet job-related qualifications may be invited to participate in the assessment process.
• Applicants who successfully pass each recruitment step will be placed on an eligible list which will remain active for approximately six (6) months.