<p>The Senior Executive Assistant will provide administrative and leadership support to the Chief Administrative Officer (CAO) and the Senior Advisor of Transit Special Projects and Initiatives. The Senior Executive Assistant will manage schedules, coordinate meetings, handle and write correspondence, prepare reports, participate in special projects on the behalf of the CAO and Sr. Advisor with at times carrying the voice and direction of executive leadership. The Senior Executive Assistant will act as liaison for the CAO and Sr. Advisor including, but not limited to, the principal duties and responsibilities listed below. This position has a dotted line reporting relationship to the Sr. Advisor.</p> <p>The CAO reports directly to the General Manager and manages a diverse and varied group of departments: Workforce Management (Human Resources; Labor Relations), Commercial Strategies, Finance, Fare Transformation, Procurement, Information Technology, Occupational Health, Real Estate, and Transit Oriented Development. </p> <p>This Senior Executive Assistant will encounter sensitive and confidential information, and the role requires an individual who is experienced in responding to complex situations and handling sensitive materials in a discreet, timely manner. The ideal candidate will require little to no supervision, takes initiative, is well organized, is flexible, and can manage multiple priorities simultaneously.</p> <ul> <li>Perform Administrative and Office Support Activities including but not limited to creation/revision of presentations/reports, correspondence, and excel worksheets as well as management of calendars and emails. </li><li>Update Excel spreadsheets, charts, and graphs and provide administrative support in the creation and design of PowerPoint presentations. </li><li>Provide administrative leadership and governance support to the CAO and Sr. Advisor. </li><li>Assist with special projects (such as FIFA and Transit Orientated Development projects), conducting research, preparing reports, etc. </li><li>Support and participate in initiatives to improve the effectiveness of the administrative team. </li><li>Handle complex and confidential situations and requests. </li><li>Establish & sustain relationships with CAO reports, Sr. Advisor, Executive Staff, and other key stakeholders. Become familiar with all CAO divisions and issues coming in front of the CAO. </li><li>Independently field and manage correspondence/requests in a courteous and professional manner on behalf of the CAO as necessary. Follow up with stakeholders on behalf of the CAO, as required. </li><li>Proofread and edit documents to ensure accurate and consistent data and story flow aligning with CAO and Sr. Advisor goals and strategy. Includes reviewing all Board material prior to CAO review and approval. Will work directly with CEX in coordinating board time and presentations made by the CAO organization.  </li><li>Monitor and update online records and folder systems to ensure that information is easily retrievable. </li><li>Support printing and copying as needed. </li><li>Collect weekly updates from Administration senior leadership and summarize for CAO. </li><li>Ensure security, integrity and confidentiality of data and information. </li><li>Coordinate and prepare the CAO and Sr. Advisor for meetings and presentations. </li><li>Maintain and/or assist in maintaining the calendars/schedules for CAO and Sr. Advisor </li><li>Manage CAO team meetings including Agenda and critical topics to be discussed.  </li><li>Secure conference rooms or other venues for applicable meetings. </li><li>Attend meetings upon request to record, transcribe and summarize discussion topics for reports and memos. </li><li>Plan and assist the coordination, logistics, and communication of All Hands Meetings, TOD Events, and other meetings and events as needed.  </li><li>Process travel expense reimbursement reports for CAO and Sr. Advisor. </li><li>Manage, coordinate, and maintain CAO department budget including monitoring, tracking, expenditures, invoices. Includes managing the associated resources as assigned by the CAO and Sr. Advisor. Process procurement requisitions, approve invoices, and other financial responsibilities relating to budget management. </li><li>Take part in committees as assigned. </li><li>Respond to each inquiry, whether from a customer, stakeholder, or coworker in a courteous and professional manner consistent with the Authority's customer service quality standard. </li><li>Perform all other related duties and projects that may be assigned. </li></ul> <p>Supervision</p> <ul> <li>No direct reports. </li><li>A high school diploma or equivalent (G.E.D.) </li><li>Five (5) years of experience in office management and/or coordination at the C-Suite or Executive level. </li><li>Receptionist or similar position with a proven track record of customer service and high performance. </li><li>Must be proficient in Microsoft Office applications, specifically with Outlook, Teams, Word, Excel, PowerPoint.  </li><li>Strong communications skills, excellent customer service, conflict resolution, and writing skills. </li><li>Strong organizational skills. </li><li>Experience compiling information and data into written and graphic presentations. </li><li>Experience proof reading memos and reports. </li><li>Demonstrated ability to effectively work within a fast-paced office environment and prioritize work appropriately. </li><li>Ability to effectively communicate with customers, employees, vendors, contractors, and state and federal officials. </li><li>Ability to maintain and protect personal and confidential information. </li><li>Ability to decipher issues and inquiries that need immediate attention. </li><li>Knowledge of business and management principles. </li><li>Ability to work effectively with a diverse workforce.  </li><li>Must be experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. </li><li>A Master's degree in a related subject substitute for two (2) years of general experience.  </li><li>A nationally recognized certification, or statewide/professional certification in a related field substitutes for one (1) year of experience  </li></ul> <p>Preferred Experience and Skills </p> <ul> <li>A degree from an accredited institution in Business Administration or a related field  </li><li>Administrative experience within a transit or public sector setting.  </li><li>Additional years of experience in office management and/or coordination at the C-Suite or Executive level. </li><li>Three (3) years in office management or coordination as an Administrative Assistant/Executive </li></ul>