Executive Assistant

Position Description  
Under the general direction of the Chief Executive Officer (CEO), the Executive Assistant provides comprehensive administrative assistance and secretarial support to the CEO of the 22nd District Agricultural Association (“the District”), a state institution governed by a nine member Board of Directors appointed by the governor, that produces the San Diego County Fair and owns and operates the Del Mar Fairgrounds. The Executive Assistant is responsible for – and critical to – helping to ensure the smooth, forward-looking operation of executive functions and managing and executing a broad range of administrative tasks, including but not limited to coordinating meetings, managing correspondence, arranging travel, and serving as a liaison for the Board of Directors. This role requires exceptional organizational skills, a high level of discretion, an ability to analyze and anticipate needs and issues, and strong communication capabilities.   

Essential Job Functions 

Employee must be able to perform the following functions with or without reasonable accommodation. Consideration of reasonable accommodation for qualified individuals with disability may be made, provided that doing so does not impose an undue hardship. 
 

Executive Support 

Manages the CEO’s calendar, schedules appointments, and coordinates meetings – all in a timely and efficient manner. Briefs the CEO daily and as needed on schedule, needs, and outstanding items, requests, and correspondence. Prioritizes items and tasks and brings urgent matters to the CEO’s attention quickly. Advises the CEO and keeps the CEO apprised of ongoing and potential internal and external issues. 

Tracks the CEO’s initiatives and priorities and works with the CEO to ensure continued progress and adherence to the annual work plan. Ensures the CEO reviews contracts, purchase orders, and other requests and administrative needs in a timely manner. 

Acts as the primary point of contact for the CEO. Manages correspondence, including sending and promptly responding to emails, chat messages, and phone calls. Assists with the preparation and drafting of communications to the Board. Assists with writing and editing correspondence, such as emails, memorandums, and other forms of communication intended for both internal and external stakeholders. 

Assists in the preparation of meeting agendas, materials, and follow-up actions. 

Coordinates and oversees completion of special projects and initiatives, as assigned by the CEO. 

Serves as the primary coordinator for the preparation and publishing of monthly Board meeting agendas and packets, collecting and assembling  materials from staff. Schedules Board committee meetings and prepares agendas and backup materials as needed.  

Attends meetings, takes notes for follow up action, writes meeting minutes, and helps ensure meetings run smoothly.  

Assists with, advises on, and tracks the implementation of the CEO's cultural initiatives for District employees. 

Prepares and edits reports, presentations, spreadsheets, and other documents. Ensures the documents are properly filed, distributed, and stored. 

Seeks and coordinates opportunities for the CEO to participate in activities that strengthen the District’s standing. Accompanies the CEO during events and activities, providing logistical support. 

Assists with researching issues related to policies, procedures, industry trends, and other matters as assigned. 

Demonstrates discretion and handles sensitive information with the highest levels of confidentiality and professionalism. 

Marginal Job Functions 

Arranges travel itineraries, accommodations, and logistics for the CEO, Board of Directors, and executive team when necessary. Completes and submits travel reimbursement forms and reconciles purchases on a monthly basis. 

Submits and manages catering requests and event work orders for meetings and special events. 

Completes other duties as assigned.