Transit Systems 2019-09-10 2019-09-24

Executive Administrator

Company: The Rapid View more listings
Location: Grand Rapids, Michigan
Job Status: Full-time
Job ID: 116122

The Rapid is seeking an Executive Administrator to provide administrative and clerical support to the Chief Executive Officer.

Position Summary: Keeps official corporation records and executes administrative policies determined by or in conjunction with other officials by performing the following duties. Write accurate and professional minutes, and communicate effectively and professionally with Board members, employees, and customers.


  • Performs administrative and secretarial duties for the Chief Executive Officer (CEO) including the generation of letters and memos, making travel arrangements, and maintaining meeting calendars.

  • Attends weekly Executive Team meeting, assisting in and implementing executive level activities and decisions.

  • Perform all duties of Board Secretary and liaison to the Board. Creates schedules for meetings. Coordinates all Board, committee and special meetings for the Board.

  • Preparation of Board and Committee meeting minutes and preparation of Board and Committee agendas.

  • Maintain ITP’s contract files and coordinates review of legal documents with counsel, CEO, and/or Board Officers.

  • Preparation of records such as notices, minutes, and resolutions for Board and other meetings.

  • Schedules appointments, gives information to callers, composes and types correspondence, reads and routes incoming mail, oversight responsibilities for office management of Ellsworth as well as liaison with Facilities Department. Performs other administrative and clerical duties in support of the Deputy CEO of Finance & Administration.

  • Manage oversight of activities and tasks as agreed to by the Executive Team and as directed by the CEO.

  • Chief of Staff for the CEO in coordinating activities of divisions and departments and assures that goals, objectives, strategies, and priorities are effectively carried out. Liaison to the American Public Transportation Association on Board matters for the CEO.

Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.


Competency Statement(s)
  • Accountability - Takes personal responsibility for the quality and timeliness of the work performed. Achieves results with little oversight.

  • Communications - Ability to communicate effectively with others both orally and in writing.

  • Customer Service - Ability to take care of the customers’ needs while following company procedures.

  • Ethics & Integrity - Earns others' trust and respect through consistent honesty and professionalism in all interactions.

  • Reliability - Prompt and dependable. At work as scheduled. Plans ahead and communicates scheduling concerns to leadership.

  • Accuracy - Ability to perform work accurately and thoroughly.

  • Organized - Possessing the trait of being organized or following a systematic method of performing a task.

  • Detail Oriented - Ability to pay attention to the minute details of a project or task.


Education: Bachelor’s Degree (B.A.) from a four year college or university; and/or three (3) to five (5) years of related experience and/or training; or equivalent combination of education and experience. Must possess excellent skills in communication, typing, writing, grammar, computer software, and customer service. Prefer experience in writing meeting minutes.

Experience: Employee must have experience in working with a high level of confidentiality, and demonstrate courtesy and tact at all times to Board members, employees, and customers.

For a full listing of job duties and responsibilities, please visit

Apply online at or email resume and cover letter to


Transit Job Listing - Executive Administrator