Executive Assistant (Technology)

Salary Range: $45,000 - $50,000

Coordinates and provides administrative support of day-to-day activities for the Department of Technology. Ensures department-wide coverage and consistency in managing administrative resources and processes; recommends and implements adjustments in administrative support resources to meet the demands of the workflow. Independently prepares reports and correspondence relative to the technical and administrative activities of the Department.

Essential Job Functions:

(Duties listed are not intended to be all inclusive nor to limit duties that might reasonably be assigned.)

• Coordinates administrative activities and resources for the Department of Technology.
• Maintains comprehensive calendar of internal and external activities for the benefit of departmental leadership and coordinates meetings and schedules for the department.
• Coordinates and provides input along with other agency groups to ensure that agency-wide document control systems meet the department needs. Maintains manual and/or automated document control and filing systems and records for department correspondence.
• Independently composes letters and other correspondence and reports, including those involving technical issues.
• Conducts review and analysis of reports and other technical documentation to support departmental needs, including summarizing requirements and identifying deliverables for departmental response.
• Coordinates with departmental leadership and other agency management in order to ensure timeliness of workflow and submissions for the executive staff, Commission Meetings, external meetings, etc.
• Interprets financial and budget information associated with the department. Maintains reports as required for the department.  Type, photocopy and distribute reports as required. 
• Coordinates recruitment requirements of the department. Maintains records on job descriptions and other pertinent personnel data for all positions in the department.
• Records minutes of committee meetings, staff meetings, etc., transcribing those meetings into written format.
• Manages office equipment assigned to the department or provided for department staff use. Ensures that service response is timely for departmental equipment and that supplies are adequately maintained.
• Coordinates with other agency groups to ensure that standardized forms and processes meet the department’s needs.
• Arranges Executive and staff meetings and coordinates requests from both internal staff and external vendors.
• Makes all Technology staff Travel Arrangements.
• Actively manages all Technology Department budgets and coordinates directly with the Finance department on all discrepancies.
• Manage contracting and invoice data in database and manage spreadsheets.
• Works closely and effectively with the CTO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CTO updated.
• Manages a variety of special projects for the CTO, some of which may have organizational impact.
• Monitors and manages all Technology Department office supplies.
• Maintain executive calendar and meeting agendas.
• Prepare materials used in executive presentations.
• Manage records created and received in compliance with the Hampton Roads Transit Records Management Policies and Procedures.
• Performs other duties as assigned.

Required Knowledge, Abilities and Skills essential to Job Functions:

• Proven experience as an executive administrative assistant or in other secretarial position.
• Full comprehension of office management systems and procedures.
• Excellent knowledge of MS Office Suite, specifically Word, Access and Excel.
• Exemplary planning and time management skills.
• Up-to-date with advancements in office technology and applications.
• Ability to multitask and prioritize daily workload.
• High level verbal and written communications skills.
• Highly organized.
• Ability to multi-task and meet deadlines.
• Discretion and confidentiality.

Required Software Knowledge and Skills essential to Job Functions:

Proficiency in using computer systems and the listed software applications associated with performance of assigned work is essential.  Basic problem-solving skills associated with software applications used is expected.   Software usage relevant to job duties will be evaluated.

Software applications:

Proficient in Microsoft Word, Excel and PowerPoint

Safety Responsibility:

Perform all job duties and responsibilities in a safe manner to protect one’s self, fellow employees, and the public from injury or harm. Promote safety awareness and follow safety procedures and policies. Take an active part in reporting unsafe conditions and any hazards within the workplace to their Supervisor, Manager and/or the Safety Department.

Training and/or Education:

Minimum requirements include completion of standard high-school courses or GED; advanced degree or additional business and/or secretarial training preferred; must successfully demonstrate good oral and written communication skills.

Required Experience:

Minimum (3) years as an Administrative or Executive Assistant reporting to an Executive–level department head or equivalent;

Licenses or Certificates:

• Possess a valid Driver's License. Acquire a Virginia Driver's License within 60 days after the date of hire (in instances when an out of state license is not the applicant's current state of residence).
• CAP, CAP-OM preferred

Special Requirements:

This position is classified as non-essential personnel.

FLSA Status:

Non-Exempt

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Work requires high-speed operation of keyboard devices.

Unusual Demands:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Work involves meeting multiple demands on a timely basis.  Duties may require some seasonal overtime.