Executive Assistant - Presiding Judge

DEFINITION

Under general direction, this classification performs a variety of highly responsible, confidential, and complex administrative duties, and is responsible for coordinating the day-to-day calendar of the presiding judge. This position is designated as an at-will position.

TYPICAL DUTIES

Duties may include, but are not limited to the following:

Provides advanced level administrative support to the Presiding Judge which includes maintaining calendars, scheduling travel, meetings and conferences, typing and drafting memoranda, correspondences, and other documents, often of a highly sensitive, deadline driven and confidential nature. Work assignments require a high degree of thoroughness and accuracy in performing administrative details within established time constraints while complying with court standards, local rules and other laws and regulations.

Manages and coordinates the presiding judge’s calendar, such as meetings, appointments, and events, including scheduling, reserving meeting spaces, and typing and printing agendas, if needed.

Screens phone calls, and messages, and serves as the presiding judge’s first point of contact for internal and external communications.

Plans and coordinates travel, including flights, accommodation, transportation, and detailed itineraries.

Prepares documents, reports, presentations, and correspondence in accordance with the presiding judge’s communication style and standards.

Organizes and coordinates events, ceremonies, meetings, interviews, or conferences for the presiding judge and/or the bench.

Handles sensitive information with discretion, maintaining the required confidentiality and security.

Coordinate Judicial Time Off.

Administer Assigned Judges Program.

Coordinate Judicial Training in compliance with state, judicial council and local requirements to include yearly reporting.

Creates necessary policies and procedures for Presiding Judge Office.

Compiles data or information, documents, and create related survey or reports.

MINIMUM REQUIREMENTS AND QUALIFICATIONS

Any combination of education and experience which has led to the acquisition of the required knowledge, skills and abilities. An example of qualifying education and experience includes:

Education: Minimum of high school diploma, or its equivalent, with at least 2 (two) years of work experience performing a variety of complex legal administrative and office support work, including substantial experience working with a clientele involving members of the public.

Typing/Keyboarding Skills: 50 WPM, with certification from acceptable typing centers. Click on the link for details, under the Typing Certificate Information section.

License: A valid California driver's license or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.

Knowledge and Skills:

Knowledge of organization and functions of a Superior Court in California.

General office management and practices with particular emphasis in the work of a legal administrative office.

Proper English usage, including grammar, spelling, vocabulary; basic math.

Knowledge with preparation and format for legal correspondence and related reports.

Proficiency in MS Word, Outlook, Excel, PowerPoint and other computer programs required to complete assigned tasks.

Time management and organization skills for prioritizing assignments and tasks.

Regulations and procedures governing the maintenance and disclosure of public records.

Customer and interpersonal skills.

Teamwork and collaboration skills.

Problem-solving skills to effectively resolve situations.Ability to:

Perform a wide variety of basic, complex and specialized legal administrative support.

Set priorities for work assignments in accordance with business needs.

Understand and explain court functions, processes and procedures to others.

Gather, organize, analyze, and present a variety of data and information.

Problem-solve, assess and use tact, discretion, and diplomacy in handling day-to-day work and situation.

Prepare summaries of reports and correspondence; compose reports and letters independently.

Communicate clearly and effectively, orally and in writing.

Understand and follow oral and written directions.

Read, write and speak English at a level necessary for satisfactory job performance.

Use computer and related applications at a level, speed and accuracy necessary to perform assigned duties.

Maintain confidentiality of court documents, information and records.

Work with considerable independence and initiative, while exercising good judgment within scope of the position.

Establish and maintain effective working relationships with judicial officers, court employees, members of the public, and others encountered in the course of work.Physical Environment:

Ability to use a personal computer and its peripherals including keyboarding, mouse and monitor.

Ability to grasp and manipulate files.

Frequent hand and/or wrist motion.

Occasionally reaching at or above shoulder level.

Occasional lifting or carrying files, binders or documents of up to 10 lbs.

Shared office space with varying degrees of temperature.

Frequent interruptions due to phone calls or individuals stopping by in the office.

Walking on parking lots and walkways with uneven ground, to get to and from assigned work area.

Constant communication with individuals from various socio-economic backgrounds.

IMPORTANT RECRUITMENT INFORMATION

DEADLINE DATE: Recruitment will close at 5:00 p.m. on March 20, 2026.

APPLICATION EVALUATION: All applications received will be evaluated based on the requirements of the position. A comparative screening will be conducted to determine which of the applicants will be selected for invitation to the next step of the screening and selection process. Those individuals who are invited to continue to the next step in the screening and selection process will be contacted via the email address they provided in their application.

SKILLS ASSESSMENT: Job related written assessment will be conducted for this recruitment. TBD

SELECTION INTERVIEW: The interviews may be consolidated into one process or expanded into multiple interviews contingent upon the size and quantity of the candidate pool. Following the evaluation of the applications, the most qualified candidates may be invited to an oral board panel interview or directly to the selection interview. If an oral board panel interview is conducted, top candidates from the oral board panel interview will be invited to the selection interview with the hiring executive and/or members of the court executive management team. TBD

PERSONAL QUALIFICATIONS: All applicants must possess the personal qualifications generally recognized as essential to being an outstanding public employee, including integrity, initiative, dependability, courtesy, good judgment, and the ability to work with others as a team and follow instructions.CONDITIONS OF EMPLOYMENT: Working in any of the Ventura Superior Court facilities requires employees to be subject to security screening by security personnel who use a combination of walk-through and handheld screening devices.