Executive Administration Intern

Job Description

Caltrain Summer Internship Program

General Information

Caltrain is dedicated to providing a robust Internship Program, offering students the chance to apply classroom knowledge, develop professional skills, and gain a comprehensive understanding of a unique public transit agency. The San Mateo County Transit District serves as the managing agency for SamTrans, Caltrain, the San Mateo County Transportation Authority, and the 101 Express Lanes Project.

The Summer Intern program is designed to incorporate real work projects in each area, enabling students to explore a career in the transit industry. This includes tours of bus and train facilities, opportunities to learn about various career tracks within transit through information sessions, and professional development such as resume writing and interview skill development. Interns are expected to gain invaluable experience by collaborating with and learning from our team of professionals.

Employment Details

• EMPLOYMENT TYPE: Temporary (Non-Exempt or Hourly)
• APPLICATION DEADLINE: Sunday, March 15, 2026, at 11:59 pm
• WORK LOCATION: 200 N Rollins Rd, Millbrae, CA 94030
• WORK SCHEDULE: Starting June 22, 2026 – 320 Hours Maximum (not to exceed 40 hours/week)

Executive Administration Intern – Job Duties & Responsibilities

The selected Intern will provide support to the Executive Administration team, with key responsibilities including:

• Assisting with board preparation, including shadowing the team in board packet creation.
• Determining agenda items, creating staff reports and resolutions, and building and publishing agendas in compliance with the Brown Act and public meeting requirements.
• Learning the District’s record storage system and retention policy.
• Shadowing board meetings, taking meeting notes, and accurately recording meeting minutes and member votes.
• Providing support to the department’s digitization project.

Safety Requirement

All employees of the District must perform all job duties and responsibilities in a safe manner to protect oneself, fellow employees, and the public from injury or harm. Promote safety awareness and follow safety procedures in an effort to reduce or eliminate accidents.

Minimum Qualifications

• Must be currently enrolled in an accredited university as an undergraduate student, graduate student, or be a 2025 graduate.
• Must be able to work onsite in San Carlos for the duration of the program (June – August), not to exceed 40 hours/week or 320 cumulative hours.

Other Qualifications (Desirable)

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Familiarity with other computer programs desirable (e.g., PeopleSoft, Zoom, etc.).
• Effective research, data analysis, and analytical skills.
• Strong written and oral communication skills.
• Experience in the public sector or transportation desirable but not required.
• Interest in Public Transportation preferred.

Selection Process

The selection process may include a panel interview, written and skills test assessments, or supplemental questions. Only those candidates who are the most qualified will continue in the selection process. Meeting the minimum qualifications does not guarantee an invitation to continue in the process.

How To Apply

• Complete an online employment application by 11:59 p.m. of the listed closing date.
• Resumes and cover letters will not be accepted in lieu of fully completed applications.
• It is the applicant’s responsibility to ensure that applications are completed with all relevant information (experience, education, certifications, licenses, references, and/or other information).
• The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities upon request. If you have a need for an accommodation, please contact the Human Resources Department.
• We celebrate diversity and are committed to creating an inclusive and welcoming workplace environment. We are an Affirmative Action/Equal Opportunity Employer. Minorities, Women, Persons with Disabilities, and Veterans are encouraged to apply.