Description
Reporting Relationships Position Reports
to:
President and CEO
Department:
Executive
Position Summary
The Executive Assistant will be
responsible for providing administrative support to the President
and CEO as well as TransitCenter’s Officers (Chief Customer
Officer, Chief Financial Officer, Chief Information Officer and
General Counsel), for organizing Board of Directors’
meetings, for supporting the Human Resources and Development
Department and for general facilities management. While the
position reports to the President and CEO, the Executive Assistant
will interact with all senior staff, which will require managing
multiple tasks simultaneously and the ability to prioritize
activities. In addition, the Executive Assistant will use
discretion and judgment in dealing with all levels of TransitCenter
staff, outside stakeholders and sensitive information. Responsible
for recruiting, training and managing a team of administrative
employees.
Essential Functions Administrative Support to the
President and CEO (40%)·
Provide direct support to the President and
CEO.
·
Answer phone for President and CEO. Direct
calls, manage requests and coordinate follow up.
·
Maintain the President and CEO’s calendar,
coordinate and schedule meetings including Board of Directors
meetings.
·
Handle all travel arrangements and
itineraries.
·
Assist in the President and CEO preparation for
meetings, presentations and speeches, including development of
PowerPoint Presentations. Participate in meetings and take
notes to be distributed to participants.
·
Manage mail, draft correspondence and respond to
requests as directed by the President and CEO. Ensure that all
documents generated by the President’s Office are proofed,
accurate and clear to the reader.
·
Provide general administrative support, including
photocopying, filing (both paper and electronic) and
faxing.
·
Maintain and update CEO’s central filing
system and company documents.
·
Develop reports and manage special projects as
directed.
·
Performs other duties as required and
assigned.
Administrative Support to
TransitCenter Officers (10%)
- Handle all travel arrangements
and itineraries.
- Assist in the Officers’
preparation for meetings, presentations and speeches, including
development of PowerPoint Presentations. Participate in
meetings as requested by Officers and take notes to be distributed
to participants.
- Manage mail, draft correspondence
and respond to requests as directed by the Officers.
- Provide general administrative
support, including photocopying, filing (both paper and electronic)
and faxing; back-up reception and other administrative
positions
- Coordinate and prepare final
materials for Board meetings, including PowerPoint
presentations.
- Prepare correspondence and other
documents as requested by Senior Leadership Team for monthly Board
updates.
- Develop and manage Board
correspondence as requested.
General Administration
(30%)
- Recruit, train and manage
administrative employees.
- Manage day-to-day activities of
the Receptionist
- Assign special projects to
administrative staff.
- Ensure coverage at the reception
desk
- Manage mail and external package
delivery costs (FedEx, UPS, etc) identify and implement
opportunities for cost savings.
- Review and approve staff time
sheets.
- Manage company special events as
needed, including: annual party; provide administrative/facilities
support for Company meetings including Town Halls, Board of
Director meetings and client meetings:
- Manage budgets and external
vendors (as needed) for above events
- Establish relationships and
pricing structures with cost-effective catering vendors; recommend
changes, improvements.
Facilities Management
(10%)
- Direct the day-to-day activities
including but not limited to: safety/security, cleaning services,
basic maintenance and repairs.
- Negotiate, contract with and
supervise all external, approved building contractors for all
maintenance, goods and services required to maintain the
facilities, approve invoices.
- Manage relations with building
management understanding rent charges, lease issues, and other
tenant concerns.
- Responsible for the process used
for ordering and maintaining office supplies.
- Serve as facility fire warden;
maintain plans for fire and disaster evacuation and
response.
- Responsible for ordering office
furniture, monitoring delivery and installation.
Miscellaneous
(10%)·
Assists Human Resources and Development in
carrying out various human resources programs and procedures for
all company employees.
·
Participates as needed in special department
projects.
·
Performs other related duties as required and
assigned.
Qualifications (knowledge, experience &
skills) EDUCATION AND
EXPERIENCE
·
BA/BS degree preferred
·
5+ years related experience supporting
Senior Executives
·
2+ years supervisory
experience
KNOWLEDGE, SKILLS AND
ABILITIES
·
Proficient skills in MS Word, Excel, Outlook and
PowerPoint required, along with experience developing professional
documents for Senior Executives.
·
Ability to work independently and/or as a team
member with the ability to work well under pressure, use good
judgment and exercise discretion.
·
Customer service oriented, excellent
interpersonal, written and verbal communication
skills.
·
Excellent phone skills; organized; ability to
prioritize; detail oriented and able to work with minimal
supervision.
·
Must be able to skillfully prepare numerical and
written reports as well as presentations for
management.
·
Ability to problem solves, multitask and possess
the ability to work a flexible schedule based on business
demands.
·
Ability to interface well with all levels of
management, internal or external and to represent the President/CEO
in a highly professional manner.
·
Proactive with excellent follow up
skills.
·
Prior experience supporting Human Resources or
facilities management a plus.
·
Ability to negotiate effectively.
·
Must maintain the highest level of
confidentiality.
Equal Opportunity
Employer
Details:
Job Id:
Position Type:
Full Time
Experience Level:
5+ to 7 years
Posted / Updated:
1/9/2012 11:22:40 AM
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