Senior Executive Assistant

The Superior Court of Los Angeles County is the largest unified trial court in the United States. The Court’s 582 judicial officers and its dedicated workforce of over 4,600 full-time employees serving across 36 facilities work purposefully and seamlessly to achieve the mission to provide equal access to justice to all of Los Angeles County. At the heart of the Superior Court of Los Angeles County is commitment and collaboration between team members who contribute professional skill sets and meaningful work experiences toward the goal of serving the community at large.

Accessible career paths, a healthy work-life balance, job stability, and comprehensive total rewards including generous pay and benefits, a robust public sector pension, and Court matched 401K/457 individual savings plans, are just some of the values that the Court offers to every member of its thriving workforce. Plan your future with the Superior Court of Los Angeles County – connect with us today.

ABOUT THE OPPORTUNITY

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. The incumbent also collaborates with the executive office administrative support team.

Key Responsibilities

• Manage the Executive Officer’s complex calendar, including scheduling meetings and tracking priorities, deadlines, and special projects in coordination with internal and external partners. Use discretion in accepting meeting requests and placing them strategically on the calendar.
• 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. Follow up on weekly briefing discussions and manage assignments from the Executive Officer through completion.
• Support the monthly Senior Executive Team meeting. Collect and compile meeting materials, attend the meeting and take notes, and log and track the resulting projects and action items through completion in collaboration with the other executive assistants.
• Coordinate the Executive Officer’s travel and expenses. Use required templates and follow the rules set by the Court, the Judicial Council of California, and other organizations as applicable.
• Use generative AI tools for tasks such as PowerPoint presentations and organizing information for the Executive Officer’s review. Must have thorough knowledge of the Court’s Generative AI policy and follow it.
• 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 and materials for CEO approval and signature, ensuring materials and reports for signature are accurate and complete; proofreading and reviewing documents for accuracy, completeness, and compliance with Court standards, policies, and procedures
• 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 which requires a thorough knowledge of Court practices, policies, and procedures and a high degree of tact, diplomacy, and professionalism.
• Receive and process requests for proposals and contracts as requested.
• Lead the Executive Office administrative support team by managing office operations and office events/activities such as holiday parties.
• Supervise the work of the Executive Office receptionist.
• As a Co-Chair of the Court’s administrative professional community (known as LEAP), coordinate two annual meetings, oversee the distribution of monthly updates, and other co-chair duties as needed.

The responsibilities above illustrate the general scope of work for this classification. Individual positions may not perform all listed duties, and the responsibilities described are not intended to be exhaustive. For a detailed job description, please click here. Please note the requirements in the job description may vary from the requirements in this bulletin.

MINIMUM REQUIREMENTS

To qualify, you must meet one of the following options at the final filing date of this bulletin:

OPTION I: 60 semester (90 quarter) units from an accredited college or university* -AND- seven 7 years of increasingly responsible administrative support experience.

OPTION II: Eight (8) years of increasingly responsible administrative support experience.

*To qualify for Options that require educational credentials, you must attach the required documentation to your application. For more information, please visit our Applicant Support page.

Note: Credit for experience is based on a 40-hour workweek. Part-time experience is credited on a pro rate basis (e.g. working 20 hours per week for two months equals one month of experience). Overtime does not count toward additional credit.

DESIRABLE QUALIFICATIONS

The ideal candidate will be independent, self-motivated, resourceful, reliable, adaptable, and possess the following desirable qualifications:

• Ability to prioritize own work to achieve timely resolution of multiple concurrent projects of varying importance, seeking clarification from supervisors and/or project stakeholders, as necessary.
• Comfortable context switching and running projects across a wide range of topics and teams and has the ability to create effective relationships, influence and collaborate internally and externally at all organizational levels.
• Excellent judgment, discretion, and poise under pressure.
• Operate with a sense of urgency while maintaining attention to detail.
• A track record and strong skills in culture building, court operations, communications, relationship management, and internal stakeholder management. This role calls for a balance of leadership and influence skills within the team coupled with an ability to anticipate and respond quickly as new opportunities and situations arise.
• Experience using AI tools as an effective tool and with discretion is strongly preferred.
• Demonstrated experience handling difficult and/or delicate situations with tact and diplomacy.
• Ability to analyze procedural and/or operational issues; evaluate alternatives and reach sound, logical, and fact-based conclusions and recommendations.
• Ability to apply sound and creative problem-solving techniques to resolve difficult issues and problems; present conclusions and recommendations clearly, logically, and persuasively.
• Experience working in a high-profile setting is strongly preferred.
• Ability to assess problems and propose creative solutions including use of technology and innovative practices.
• An organized, detail-oriented, reliable, and proactive person who is looking for a role where they can learn from the Court’s leadership team.
• Experience supporting senior management in an area with organization-wide impact.
• Excellent oral and written communication skills.
• Able to manage a high degree of complexity and to distill information into simple messages, able to think both strategically at a higher level as well as effectively developing key processes.
• Ability to work independently and deliver results when given high level direction; ability to prioritize tasks across multiple projects.
• Ability to think quickly and work across functions.
• Ability to navigate ambiguity and work in a fast-changing environment with innovation and initiative and does not require heavy direction to successfully achieve their day-to-day goals.
• 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. Before submitting your application, carefully review ALL the information detailed on our APPLICANT SUPPORT page linked HERE.

Applicants with disabilities who require reasonable accommodation to participate in the recruitment process may submit a request for accommodation to the email provided below. For additional employment information, please click HERE.

WHAT TO EXPECT AFTER APPLYING

This recruitment process will take up to 4-6 weeks to complete. We will notify you of the outcome after each step of the recruitment process, detailed below:

EVALUATION: Qualifying evaluation of education, training and experience based upon submitted application and supplemental questionnaire.

ASSESSMENT: Applicants who best meet job-related qualifications may be invited to participate in the assessment process that may consist of any combination of written, performance, or oral appraisal to evaluate further job-related experience, knowledge, skills, and abilities.

ELIGIBILITY: Applicants who successfully pass each (and all) recruitment steps will be placed on an eligible list which will remain active for approximately six (6) months and may be invited to participate in a selection interview. Placement on an eligible list may not result in further consideration, only the most qualified candidates will be contacted for interviews. Other vacancies may be filled using this list.

Questions regarding this posting may be e-mailed to

Melissa Robles, Human Resources Manager.

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Superior Court of Los Angeles County is an equal opportunity employer.