Job Description
WHO WE'RE LOOKING FOR
Unlock your potential as the Executive Assistant, support and direct CapMetro's Future!
The Executive Assistant I Facilities Management & Capital Construction reports directly to the Vice President. This position performs complex professional assistance work for the Facilities Management & Capital Construction staff. Work involves coordinating high-level administrative operations of an organization or division. Works under minimal supervision, with moderate latitude for the use of initiative and independent judgment.
Responsibilities
WHAT YOU'LL BE DOING

• Perform administrative support for Vice President, Director, Project Controls and Project Managers to include schedule/calendar management, screen, handle telephone communications, direct mail, order office supplies, resolve administrative problems and inquiries as appropriate.
• Serve as initial point of contact for all matters pertaining to Facilities Management & Capital Construction; independently research, prioritize, and follow-up on multiple incoming issues, and concerns addressed to the department, which represent CapMetro, including those of a sensitive and/or confidential nature.
• Uses independent professional judgement to determine appropriate course of action, referral, and /or response on behalf of the Program Officer and Project Connect.
• Serve as Oracle Financial Management System superuser on behalf of the division. Receives and delegates all items for the department, tracks items through workflow to ensure timely completion.
• Manage requisitions in system for the department, ensuring accuracy and timeliness.
• Coordinates weekly staff meeting and prepares meeting minutes. Maintains minutes, recordings, and transcript of these meetings.
• Supports the annual division capital and operating budget preparation and monthly variance reports. Investigates discrepancies and provides justification backup for expenditures for department.
• Identify, research, and coordinate resolution to complex technical issues related to project budgets, financial software, vendor payments, expense reporting, check requests, mileage reimbursement and p-card reporting and other items for staff and other departments as needed.
• Generate ad-hoc reports in response to requests from department staff and management related to purchasing at the detailed transaction and summary level reports by requisition, purchase order, contract, and/or department.
• Review documents for signatures and coordinate completion of approval across multiple departments in the agency (i.e., task orders, project charters, executive memos, p-card requests, check requests, and other authorization expenditures)
• Perform final reviews, and entry into software of draft board agenda items, ensure the provisions of a quality Board agenda packet, assure adherence to deadlines for Program Officer, department, Board of Directors and/or Board Committee meetings.
• Perform other duties as required and/or assigned.

Qualifications
WHAT YOU BRING

• Bachelor's Degree in Business Administration, Administrative Services or related area. Related experience will substitute for an education on a year for year basis.
• Five (5) years of general administrative/clerical experience required.
• Significant experience supporting Executives is preferred.
• Proficiency with Microsoft Office Suite, Acrobat, experience using email, calendar programs, agency's software packages in a Windows environment, and social media web platforms.

Knowledge, Skills and Abilities:

• Knowledge of accepted business practices and procedures, and of related legislation and legal practices and procedures. Ability to prioritize multiple tasks seamlessly with excellent attention to detail.
• Experience working in an Engineering or Construction related industry is preferred.
• Demonstrated proactive approaches to problem-solving with executive decision-making capability.
• High resourceful team-player, with the ability to also be extremely effective independently.
• Skill in analyzing, drafting, editing, and effectively composing a variety of documents, reports, presentations, policies, and procedures.
• Analytical skills to find solutions to difficult interpersonal, technical, and administrative problems.
• Skill in researching, evaluating, and identifying discrepancies in data.
• Skill in managing, developing and monitoring budgetary expenses. Proofreading experience, knowledge of basic math and grammar skills.
• Ability to coordinate multiple tasks, to communicate effectively with all levels of staff, Board of Directors, vendors, the press and the public and to maintain confidentiality.
• Demonstrated ability to manage, oversee multiple projects, and meet established deadlines.
• Skills using MS Office Suite, SharePoint, and Dynamics AX databases.

WORK ENVIRONMENT AND PHYSICAL DEMANDS
Work is generally performed in an office environment in which there is only minimal exposure to unpleasant and/or hazardous working conditions. This position works with multiple project timelines and is responsible for managing employees performing work of a complex nature.
Incumbent must have the ability to stand and sit frequently throughout an eight-hour period, reach vertically for overhead use as well as horizontally. Must be able to use a telephone or headset equipment.
Incumbent must be able to lift and move material weighing up to 20 lbs., perform work at a computer terminal for 6-8 hours a day, and function in an environment with constant interruptions.
Reasonable accommodations may be made to enable individuals with disability to perform the essential functions as previously described.
Mobility Status:
As a Mobile position, the incumbent is expected to work in the office as needed. There will be access to touchdown/collaboration spaces when on site. Must be in-office for socialization, strategic collaboration, supervision, oversight, and accountability as needed. CapMetro reserves the right to modify work status based on business needs.
WHAT'S IN IT FOR YOU
•Share in meaningful work with diverse, collaborative and innovative teams whose focus is to modernize public transportation and improve how we serve our customers and team members.
•Utilize our free and reduced fare transit service to get to the office and then plan to hit the gym and work with our onsite trainers (for free), before heading back home.
•Improve your productivity and enhance your work/life balance by taking advantage of one of our flexible work options.
...and much more!
WHAT YOU SHOULD KNOW
Capital Metro is deeply committed to building a workplace where inclusion is not only valued but prioritized. We are proud to be an equal opportunity employer and committed to creating a welcoming and diverse environment. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, pregnancy, age, or any other protected characteristic as outlined by federal, state, or local laws. We encourage people with disabilities and from other diverse backgrounds to apply for Capital Metro vacancies. Capital Metro makes hiring decisions based solely on qualifications, merit, and organizational needs at the time.
About Us
CapMetro is Austin's regional public transportation provider. We've been around since 1985 and work every day to give residents, commuters, and visitors the best possible transit options available to match their busy everyday lives.

We're always on the move, connecting people with jobs, schools, restaurants, shops, festivals, and other great places to hang out. In fact, we have more than 31 million boardings each year.