EXECUTIVE SECRETARY - HARBOR

Job Description:

EXECUTIVE SECRETARY - HARBOR

Description

DESCRIPTION

THE PORT OF LONG BEACH IS SEEKING AN EXECUTIVE SECRETARY

(This is an at-will position)

Salary Range: $81,607.287- $117,314.128

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 $300 billion in trade, the Portis a critical hub for international commerce and 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 across all Port divisions so they can perform their specific job responsibilities as effectively as possible in support of the Port's mission and strategic goals.

THE ROLE
Under general supervision, the Executive Secretary provides high-level administrative and operational support to the Managing Director sand executive leadership team, regularly interfacing with internal and external stakeholders, including Human Resources, labor organizations, government agencies, and community partners. The position involves handling highly sensitive and confidential information related to personnel matters, organizational initiatives, and government relations, requiring exceptional discretion, tact, diplomacy, and sound judgment. The Executive Secretary exercises independent judgment in prioritizing assignments, safeguarding confidential information, and ensuring that all communications meet the highest standards of accuracy, professionalism, and integrity in a complex, highly visible public-sector environment.

EXAMPLES OF DUTIES

HOW YOU GET TO CONTRIBUTE:

• Provide executive secretarial and administrative support to assigned executive staff.
• Maintain calendars; coordinate, schedule, arrange, and confirm meetings, appointments, conferences, and hearings; screen requests for appointments to ensure efficient and prudent utilization of executive availability.
• Arrange domestic and foreign travel; create itineraries and expense reports.
• Review correspondence, business proposals, contracts, and other documents to assess compatibility of obligations and sensitivity to business interests in specific subject matter. Annotate points of concern and recommend execution, revision, or rejection.
• Answer, screen, and direct telephone calls and take messages.
• Act as Timekeeper by completing timecards electronically on a weekly basis.
• Compose routine correspondence, including Board, Committee, and Information Only memoranda.
• Retrieve, distribute, and open mail.
• Edits and prints various types of correspondence, memoranda, and reports.
• Work collaboratively with a team of Executive Assistants, fostering strong communication, coordination, and mutual support to ensure the efficient operation of the executive office.
• Provides backup support for other executive administration staff.

• Organize,maintain, and update electronic files, documents, and records; create, maintain, and update filing and tracking systems.
• Take accurate meeting notes, summarize key discussions and action items, and prepare correspondence for executive review. Keep executives and other staff informed regularly on the status of open issues.
• Plan and execute high-level meetings and special events, coordinating logistics, preparing materials, and providing on-site support for executive leadership. Perform 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 Secretary 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 and written communications. Exceptional interpersonal skills, with the ability to work effectively in a team environment.
• Excellent proofreading skills.
• Detail-oriented.
• Competent organizational skills and ability to multitask 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 is required.

• A general understanding of maritime terminology is a plus.
• Knowledge of how state and local government interact with the Board of Harbor Commissioners is 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 Port reserves the right to extend the closing date without notice in order to accept additional applications. Those individuals deemed 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 [email protected] . 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 final filing date for this recruitment is Monday, April 27, 2026 @ 11:59 pm PDT.

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. Individuals most qualified for the position will be invited to participate in the selection process. First and second-round panel interviews are tentatively scheduled for Wednesday, May 6, 2026 (in-person), and final-round interviews on Tuesday, May 19, 2026 (in-person). Additionally, this position will require completion of an on-site writing assessment before the second round of interviews. Candidates should ensure they are available on both dates. The successful candidate will be appointed shortly thereafter. An employment offer is contingent on the completion of a comprehensive background check and reference checks. The Port has the right to extend or conclude the application period at any time.

THE BENEFITS:

The Port of Long Beach has established an annual salary range of $81,607.287- $117,314.128 . 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 contributions are 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 contributes up to 5% of the 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 into cash credits 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 the death or critical illness of an 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

The City of Long Beach offers its employees opportunities to grow personally and professionally.As a permanent employee, you are eligible to receive fringe benefits that include:

Retirement:California Public Employees' Retirement System (PERS) defined benefit retirement plan, which is coordinated with Social Security. The benefit is 2.5% or 2.7% (depending on hire date) @55 for "Classic" members and 2% @62 for new members as defined by PEPRA, subject to the compensation limitations set by PERS. Both the City and the employee contributes toward CalPERS retirement contributions. The city also participates in Social Security.

Health and Dental Insurance:The City offers the choice of HMO and PPO plans. The city pays major portion of the premium for employee and dependents depending on the health/ dental plan selected.

Life Insurance:City-paid term life insurance policy equal to three (3) times annual salary to a maximum of $500,000.

Disability Insurance:City-paid short-term and long-term disability insurance.

Management Physical:Annual City-paid physical examination.

Vacation:Twelve (12) vacation days after the first year of service; 15 days after four years, six months of service; 20 days after 19 years, six months of service.

Executive Leave:Forty (40) hours Executive Leave per year. The City Manager has discretion to grant an additional 40 hours each year.

Sick Leave: One day earned per month; unlimited accumulation; conversion upon retirement to cash credit toward health and/or dental insurance premiums, or to pension credits.

Holidays:Eleven (11) designated holidays per year, plus four personal holidays to be used at the employee's discretion.

Transportation Allowance:Monthly allowance is allocated by classifications below;

• Department Head $650.00
• Deputy Director/Manager/Director (Harbor/Utilities) $550.00
• Division Officer/Superintendent/ Chief of Staff / Administrator / Principal DCA $450.00
• Assistant to Executive / Executive Assistant / Executive Secretary/ Executive Support Staff $300.00

Deferred Compensation Plan:Optional for employee contribution to a supplementary retirement savings program available through Mission Square Retirement formerly ICMA-RC Retirement Corporation).

• Classic CalPERS Members: The City will contribute a maximum of up to two percent (2%) of base salary* for all qualified Classic CalPERS members.
• Public Employees’ Pension Reform Act (PEPRA) CalPERS Members: Effective the second full pay period following City Council adoption, the City contribution will increase from two percent (2%) to three percent (3%) of base salary* for all qualified PEPRA CalPERS members.

Flexible Spending Account (FSA):Optional election for employees to reduce taxable income for payment of allowable childcare or medical expenses.

Flexible/Hybrid Work Schedule:Available (subject to City Manager approval).

Paid Parental Leave: The City provides one hundred and sixty (160) hours of Paid Parental Leave at 100% of salary, for the birth, adoption or foster placement of a child, regardless of the gender, marital status or sexual orientation of the parent.

Closing Date/Time: 4/27/2026 11:59 PM Pacific

Salary:

$81,607.29 - $117,314.13 Annually