THE PORT OF LONG BEACH IS SEEKING AN EXECUTIVE SECRETARY(This is an at-will position) Salary Range: $80,000 - $115,000 ABOUT US - The Port of Long Beach, one of the world's busiest seaports, is an international gateway for the reliable, efficient, and sustainable movement of goods and is a leader in environmental stewardship. Credited with moving approximately $200 billion in trade, the Port serves as a critical hub for international commerce and is a major transportation center. East Asian trad... more details
DESCRIPTION
THE PORT OF LONG BEACH IS SEEKING AN EXECUTIVE SECRETARY
(This is an at-will position)
Salary Range: $80,000 - $115,000
ABOUT US The Port of Long Beach, one of the world's busiest seaports, is an international gateway for the reliable, efficient, and sustainable movement of goods and is a leader in environmental stewardship. Credited with moving approximately $200 billion in trade, the Port serves as a critical hub for international commerce and is a major transportation center. East Asian trade accounts for the bulk of Long Beach shipments. Port-related international trade has a wide-ranging economic impact, supporting millions of jobs that benefit the region and the entire country.
THE TEAM The Executive Offices of the Port of Long Beach provide leadership, policy direction, resources, and support to staff in all Port divisions so they can perform their specific job responsibilities as effectively as possible in support of the mission and strategic goals of the Port.
THE ROLE Under general supervision, the Executive Secretary-Harbor provides executive level support for Managing Director and/or executive staff, and is involved with high-level contacts and exposure to sensitive information necessitating a considerable use of tact, diplomacy, discretion and judgement.
EXAMPLES OF DUTIES
Provides executive secretarial and administrative support to assigned executive staff.
Maintains calendars; coordinates, schedules, arranges and confirms meetings, appointments, conferences and hearings; screens requests for appointments to ensure efficient and prudent utilization of executive availability.
Arranges domestic and foreign travel; creates itinerary and expense reports.
Reviews correspondence, business proposals, contracts and other documents to assess compatibility of obligations and sensitivity to business interest in specific subject matter. Annotates points of concern and recommends execution, revision or rejections.
Answers, screens and directs telephone calls and takes messages.
Acts as Timekeeper by completing timecards electronically on a weekly basis.
Composes routine correspondence, Board, Committee, or Information Only Memoranda.
Retrieves, distributes and opens mail.
Edits and prints various types of correspondence, memoranda and reports.
Provides backup support for other executive administration staff.
Organizes, maintains and updates electronic files, documents and records; creates, maintains and updates filing and tracking systems.
Uses shorthand skills to take diction and prepare correspondence for signature.
Organizes, maintains, and updates electronic files, documents and records; creates, maintains and updates electronic files, documents records; creates maintains an updates filing and tracking systems.
Keep executives and other staff informed regularly on status of open issues.
Plans, organizes and makes arrangements for special events and meetings.
Performs other secretarial and administrative duties as required.
REQUIREMENTS TO FILE
MINIMUM REQUIREMENTS
5 years or more of progressively responsible executive secretarial experience
High school diploma or equivalency is required; Two or more years of college is preferred.
Must have a valid driver’s license at the time of appointment.
PROFESSIONAL EXPERIENCE
Prior experience as an Executive Assistant working for a similar or larger sized company or organization, with similar responsibilities, is required.
Prior experience working for the head of a division/department.
Highly proficient computer and word processing skills (proficient in MS Word, Excel, PowerPoint, and Outlook).
Professionalism and ability to exercise good judgment in handling confidential matters.
Excellent verbal, written communications. Exceptional interpersonal skills, with ability to work effectively in a team environment.
Excellent proofreading skills.
Detail oriented.
Competent organizational skills and ability to multi-task and prioritize tasks efficiently and effectively.
Ability to work and think independently, without significant direction or oversight.
Basic knowledge of operating office equipment and machinery required.
Basic knowledge of customer service to employees and management required.
A general understanding of maritime terminology a plus.
Knowledge of how state and local government interacts with the Board of Harbor Commissioners a plus.
A general understanding of the Brown Act would be a plus.
A general understanding of the Board agenda process would be a plus.
Ability to adapt and use new software programs.
SELECTION PROCEDURE
The final filing date for this recruitment is Thursday, May 16, 2024 @ 4:30 pm PST.
To be considered for this opportunity, please submit a cover letter and resume in PDF format. Incomplete applications (without a cover letter and resume) will not be considered. Individuals deemed best qualified for the position will be invited to participate in the selection process, which may include a work-related assessment to further evaluate candidate qualifications.
The panel interview is scheduled for Tuesday, May 21, 2024 (in-person). Candidates should ensure availability on interview date. The successful candidate will be appointed shortly thereafter. References will be completed for finalist candidates; an employment offer is contingent on conducting a comprehensive background check.
The Port reserves the right to extend the closing date without notice in order to accept additional applications. Those individuals determined to be most qualified for the position will be invited to participate in the selection process.
If you require accommodation because of a disability in order to participate in any phase of the application/selection process, please contact (562) 283-7500 or email Careers@polb.com.
The Port of Long Beach will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the Port of Long Beach has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting https://calcivilrights.ca.gov/fair-chance-act or https://www.longbeach.gov/hr/about-us/talent-acquisition/the-fair-chance-act/.
THE BENEFITS: The Port of Long Beach has established an annual salary range of $80,000 - $115,000(placement depends on qualifications). An attractive package of executive-level benefits is also included, with the opportunity to work in one of the most diverse and dynamic areas of the United States. The Port’s generous benefits package includes:
Auto Allowance – $300.00 per month
Executive Leave – 40 hours per year.
Retirement – CalPERS 2% @ 62, coordinated with social security. Current member contribution is 8.00% for CalPERS, and 6.2% for social security, paid by the employee.
Pay for Performance – Pay for Performance is awarded based on employee performance as demonstrated through achievement of individual goals, demonstration of required competencies, and available budget funds.
Deferred Compensation – The City matches a percentage of base salary for all qualified members contributing to the 457(b) plan.
Group Health Insurance – Medical and dental options (HMO and PPO). Free vision coverage.
Life Insurance – City-paid life insurance policy of $20,000 plus executive insurance benefit equal to three times annual salary up to a maximum of $500,000.
Disability Insurance – City-paid short- and long-term disability insurance.
Vacation – Vacation is accrued at 3.7 hours per pay period to begin, which is equivalent to two weeks on an annual basis. Vacation can be used after six months of service.
Sick Leave – Accrued at 8 hours per month. Accruals may be converted upon retirement to cash credit toward health and /or dental insurance premiums or retirement service credits.
Paid Parental Leave – After six (6) months of City employment, the City pays up to 30 consecutive days (160 hours) for eligible employees to take paid time to bond with the child upon birth, adoption, or foster placement of a child, up to the age of 17.
Holidays – 11 scheduled holidays per calendar year and four (4) personal holidays.
Bereavement Leave – 5 days for death or critical illness of immediate family member.
Education Reimbursement – Tuition reimbursement allows employees to obtain additional education or training.
Annual Physical – Eligible to receive an annual physical examination at the city's expense through the city-provided program.
Public Student Loan Forgiveness – As the Harbor Department of the City of Long Beach, a governmental agency, the Port of Long Beach is a qualifying employer for the Public Student Loan Forgiveness (PSLF) program.
529 college savings plan – The ScholarShare529 plan is an account that allows employees to invest specifically for future education expenses through the Long Beach City Employees Federal Credit Union. Funds can be used from your 529 savings plan to send your grandkids, kids, or even yourself to any accredited public or private U.S. college or university – or two-year technical or vocational institution.
The Port of Long Beach is an Equal Opportunity Employer
We do not discriminate based on race, religion, color, national origin, sexual orientation, gender, gender identity, gender expression, age, status as an individual with a disability, or other applicable legally protected characteristics. www.polb.com
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