Position Overview

A public-sector department is seeking a temporary Executive Assistant to support the Administration and Policy Division. This role provides high-level administrative support to the Executive Director and the Pasadena Rental Housing Board (PRHB). The ideal candidate is a self-starter who can anticipate needs, manage multiple priorities, and thrive in a fast-paced, dynamic environment.

Key Responsibilities

• Provide complex executive-level administrative and secretarial support, including drafting correspondence, memoranda, meeting minutes, presentations, spreadsheets, and other documents.
• Serve as Recording Secretary for the Pasadena Rental Housing Board:
  • Prepare, post, and distribute meeting agendas.
  • Attend meetings and accurately record and transcribe meeting minutes.
• Coordinate and provide event setup support for PRHB meetings.
• Manage calendars, schedule meetings and appointments, and arrange travel as needed.
• Monitor and manage Public Records Act requests:
  • Ensure timely and compliant responses.
  • Redact documents and distribute records to requestors.
• Act as a liaison between department leadership and internal stakeholders, including executive offices, division leaders, staff, and external agencies.
• Create and maintain custom forms, databases, files, records, and reports.
• Perform additional administrative duties as assigned.

Required Competencies

• Attention to Detail: Ensures accuracy and thoroughness in work products.
• Oral Communication: Clearly and professionally communicates in person and over the phone.
• Writing Skills: Produces clear, concise, and well-organized written materials.
• Customer Focus: Responds effectively to internal and external stakeholders.
• Professional Impact: Represents the organization with professionalism and discretion.
• Teamwork: Collaborates effectively to achieve shared goals.
• Critical Thinking: Evaluates information logically and solves problems efficiently.

Ideal Candidate Profile

• Proven experience providing high-level administrative or executive support.
• Strong organizational skills with the ability to balance multiple priorities.
• Experience supporting boards, commissions, or executive leadership preferred.
• Familiarity with Public Records Act requests or public-sector environments is a plus.

Location: Pasadena, CA
Schedule: Full-Time, 40 hours/week (9/80 schedule)
Duration: Temporary assignment 2-3 month contract
Pay Rate: $25-$33 per hour
Work Environment: Professional
Parking: Provided