Executive Assistant to Chief Administrative Officer

GENERAL DESCRIPTION OF WORK:

The position of Executive Assistant serves as the administrative liaison to the Chief Administrative Officer, proactively managing diversified administrative projects intended to relieve the executive of administrative tasks; details that include management of calendar and correspondence. Performs a multitude of high-level administrative tasks requiring optimal prioritization skills to manage multiple projects simultaneously using tact and discretion.

ESSENTIAL FUNCTIONS:

• The Executive Assistant is designated to support primarily the Chief Administrative Officer on an on-going basis.
• The Executive Assistant works closely together with the Executive Assistant/Board Support to provide support as necessary to the Board of Trustees. The Executive Assistant assigned to the Chief Administrative Officer will serve as back-up assistant to President/CEO in the absence of the Executive Assistant to President/CEO. The Executive Assistant may also lead other administrative staff on an as needed basis to support project specific activities.
• Acts as liaison between President/CEO and/or Chief Administrative Officer and a network of administrative professionals who support elected officials, transit industry leaders, area business executives, Union leaders, VIA patrons and the general public in an effort to promote cohesive and collaborative communications.
• Collaborates with the President CEO and/or other member of the Executives Management Team as necessary to coordinate annual Strategic Planning workshops, develop agendas, coordinate site logistics and facilitator selection, weekly Executive Management Team meetings, recording minutes and acting as Staff Coordinator driving outcomes and following up on action items, as needed.
• Partners with Public Engagement personnel to coordinate speaking engagements, develop speeches and presentations in an effort to build greater support among area stakeholders and the public for VIA and ATD strategic initiatives.
• Acts as liaison with division heads or other staff to complete projects, provide information, or develop correspondence in support of Chief Administrative Officer’s strategic initiatives, including but not limited to developing speaking points and PowerPoint presentations; ensuring the Chief Administrative Officer is prepared with required materials/information for meetings, conferences, and scheduled events.
• Independently prepares an array of correspondence and communications, either self-developed or from rough drafts articulating a message in accordance with VIA’s strategic initiatives and comprehensive short/long-range plans on behalf of the President/CEO or Chief Administrative Officer.
• Principally responsible for preparing and coordinating meeting agendas and materials for the Operational Oversight and Finance Committee (and related topics) and Accessible Transit Advisory Committee meetings, or other committee responsibility as directed by Executive Management. Responsible for ensuring these materials flow in final format for presentation at the Board Work Session and Regular Board Meetings.
• Coordinates content review for consistency, quality, and completeness for items to be presented at the Board of Trustee meetings.
• Works with division heads within Chief Administrative Officer Office to ensure completion of projects, provide information, develop memos/correspondence, coordinate development of progress reports and follow-up activities in support of strategic initiatives.
• Proofreads all correspondence, communications, presentations and briefs requiring the input or signature of President/CEO and/or Chief Administrative Officer to fact-check, eliminate typos and correct errors in punctuation, grammar, and formatting.
• Teams with the Executive Assistant/Board Support and, as needed with other Executive Assistants, assisting in the preparation of Board and Board Committee meeting materials such as: agendas, meeting packets, documents for individual agenda items, and recording minutes for these meetings when needed.
• Attends Board of Trustees meetings and Board Committee meetings to assist President/CEO and/or Chief Administrative Officer in noting requests, direction, etc.
• Coordinates travel arrangements for President/CEO and/or Chief Administrative Officer and assists with arrangements for Board of Trustees as needed. Maintains meeting schedules for Trustees, including Board Committee meetings and community meetings.
• Receives visitors and vets’ calls providing information and referring callers to appropriate staff, maintains electronic calendar, arranges meetings, coordinates complex travel itineraries, conference calls and introductions to President/CEO and/or Chief Administrative Officer.
• Receives and reviews mail/e-mail and independently prepares responses to routine communications and general correspondence.
• Oversees proper distribution/disposition of notices, directives, correspondence, and related materials.
• Coordinates other administrative office functions partnering with other administrative professionals to ensure operations are properly managed and executed.
• Prepares and maintains division budget. Responsible for maintaining and furnishing monthly updates of division budget expenditures to President/CEO and/or Chief Administrative Officer.
• Assembles information and compiles periodic and special reports. Establishes and maintains adequate records to keep the President/CEO and/or Chief Administrative Officer informed of important operational details and of the progress of activities over which he/she exercises control.
• Assists in logistical arrangements and set-up for meetings involving Trustees.
• Assists President/CEO and/or Chief Administrative Officer with employee performance evaluations.
• Performs special projects as directed by the President/CEO and/or Chief Administrative Officer including research, review or analysis of information and development of presentations.
• This job description excludes marginal functions that are incidental to performing the job. Other duties may exist.

EDUCATION AND EXPERIENCE:

Requires a bachelor’s degree in Business Administration or related field and at least 3 years’ experience as an administrative professional supporting VP or above or governmental executives, or equivalent combination.

ADDITIONAL REQUIREMENTS:

• Diplomatic and positive demeanor with the ability to interact successfully with a wide range of individuals and build strong relationships with VIPs and their respective assistants.
• Expert computer proficiency using Microsoft Office suite including Word, Excel, PowerPoint and Visio.
• Meticulous attention to detail and eye for accuracy.
• Editing and proofreading copy, advanced skills in grammar and punctuation.
• Proactive initiative and flexibility, accustomed to working in a fast-paced, deadline intensive environment.
• Impeccable communications and writing skills.
• Must be able to analyze situations, exercise sound judgment and use discretion to maintain confidentiality of sensitive materials.
• Must be able to work effectively within a team and autonomously.
• Must be able to maintain good public relations with visitors and to deal tactfully and effectively with Trustees, City and County officials, prominent public figures, area stakeholders, business executives, VIA patrons and the public.
• Must be able to carry out oral instructions and formulate own plan of action.
• Must be able to make decisions in accordance with rules, regulations, and company policies and procedures.
• Track record of delivering excellent customer service.
• Must be able to type with acceptable speed and accuracy.
• Must be able to efficiently manage shifting priorities to meet deadlines and action items.
• Must be able to identify areas for improvement and provide innovative solutions.
• Must have ability to read complex materials such as reports, reference manuals and instructions.
• Must be able to maintain good work attendance.
• Safety Accountability Statement:
• • Employees must consider safety in all tasks performed, as well as demonstrate safe judgment and decisions that not only maintain their own safety; but that of fellow employees and customers.
  • Demonstrate a professional commitment to assure compliance with all organizational policies, practices, and programs related to safety, health, and system security.
  • Employees have a responsibility to identify and report hazards, as well as potentially unsafe conditions, to your immediate supervisor or Safety Department.
  • Employees are responsible, and required, to stop a job/task to prevent an unsafe incident or act from occurring. This acknowledges the threat of potential injury, property damage and the opportunity for better judgment to be used.
• Must comply with and support VIA’s EEO policies and the Diversity Program.

PHYSICAL REQUIREMENTS:

• Physical ability required to be mobile, bend, stoop, stand, reach and occasionally lift objects weighing 5-25 pounds such as files, supplies and large reference books.

WORK ENVIRONMENTS:

• Work involves deadlines and multiple priorities.
• Works within normal office environment.
• Work often involves irregular hours.
• May require both local and out of town travel.

VIA Metropolitan Transit is an Equal Opportunity/Affirmative Action Employer.