Executive Assistant

Job Description

Are you an experienced executive support professional who thrives in a fast-paced, collaborative environment? Join VTA’s Engineering and Program Delivery Division (EPD) and play a key role in supporting executive leadership as we deliver transportation projects that improve mobility throughout Santa Clara County.

What You’ll Be Doing

Definition
Under direction, an Executive Assistant provides varied, complex, and confidential secretarial and office administrative assistance to an Executive Manager.

Distinguishing Characteristics
Positions in this class assume responsibility for the overall administrative functions of a Division Chief, Director, or Deputy Director’s Office. Responsibilities require considerable use of tact, discretion, initiative, and independent judgment and require general knowledge of the policies and procedures of the organization. The work often involves organizing, scheduling, coordinating, researching, compiling, exchanging, and analyzing complex information, and preparing correspondence. Incumbents in this class may supervise subordinate staff.

Positions in this class are distinguished from other assistant classifications in that the manager supported is an Executive Manager, and matters of a confidential nature are part of the duties of this class. An Executive Assistant may be delegated limited authority to act on behalf of the Executive Manager.

Engineering and Program Delivery Division
The Engineering and Program Delivery (EPD) Division is responsible for delivering VTA’s capital projects and managing a diverse portfolio of programs. Its capital project responsibilities span the full lifecycle, from conceptual planning through environmental documentation, design, right of way acquisition, construction, and closeout, for transit, transit facility, highway, roadway, and transportation technology projects.

The division consists of five departments with staff located at VTA’s headquarters campus and at two field offices that support construction activities. These departments are Transit Engineering & Construction (Transit), Technical Services (Tech Services), Environmental Programs (Env Programs), Toll Systems & Traffic Engineering (TSTE), and the Highway Program (Highways).

The Transit Department leads the delivery of improvements and rehabilitation projects for VTA’s transit systems and facilities working with VTA’s Operations Division and other divisions, including work at the agency’s three bus yards and the light rail maintenance yard. The department is currently managing construction of the $650 million light rail extension along Capitol Expressway as well as 80 or more other capital projects.
The Tech Services department provides essential engineering and technical support functions, including project controls, environmental engineering, utility coordination, quality management, and mapping and surveying. These services support capital project delivery within the EPD Division and other divisions across the agency.

The Env Programs Department manages CEQA and NEPA environmental reviews for capital projects; oversees mitigation sites, including the 500 acre Coyote Ridge Mitigation Site; and leads several agencywide programs, including stormwater permitting, the Low Carbon Fuel Standard (LCFS) credit management program, and VTA’s Sustainability Program.

The TSTE Department leads VTA’s efforts related to traffic engineering and operations in coordination with local and regional partners. This work includes the deployment of transit signal priority for buses and light rail, as well as supporting a wide range of traffic engineering initiatives with partner agencies. The department also operates and manages the Silicon Valley Express Lanes Traffic Operations Center, which monitors and controls tolling systems on Santa Clara County freeways, and provides systems engineering for the development of express lanes projects.

The Highways Department develops improvements on the State highway system in Santa Clara County, working with Caltrans in an oversight capacity and partnering with local agencies that sponsor some of the projects. A primary funding source is the $750 million Highway Interchanges Program from the 2016 Measure B sales tax. The department manages approximately 20 projects in development at any given time and currently has five projects in construction supported by teams located at headquarter…