Transit Systems 2022-05-10 2022-06-14

Executive Assistant II

RTD
Denver, Colorado

Job ID: 143011
Job Status: Full-time


At Regional Transportation District (RTD), We make lives better through connections!

When you join RTD, you will be among dedicated employees exhibiting RTD's values of passion, respect, diversity, trustworthiness, collaboration, and ownership. RTD is committed to an inclusive and diverse workplace. As part of our diversity value statement, we encourage our employees to honor diversity in thought, people, and experience. Come join RTD on this great journey to be the trusted leader in mobility, delivering excellence and value to our customers and community.

RTD Employee Benefits: https://www.rtd-denver.com/careers/benefits

(RTD Represented Employee Benefits: Please refer to the Labor Agreement included in the above link for details.)

This role completes a broad variety of advanced level of administrative tasks including managing an active calendar of appointments for Chief Executive level staff; scheduling meetings and preparing agendas; maintaining files; completing expense reports; composing and preparing correspondence and materials that are oftentimes confidential; and managing special projects as assigned.

DUTIES & RESPONSIBILITIES:

ESSENTIAL

  • Communicates directly, and on behalf of the Chief, with other agency employees, public officials/staff, and other individuals and entities regarding matters related to the department; represents the Chief by welcoming visitors, coordinating agency functions, and responding to questions and meeting requests directed to the Chief; processes confidential materials and communications

  • Plans and coordinates the Chief’s schedule and ensures time commitments are followed and respected; provides “gatekeeper/gateway” role, creating win-win situations for direct access to the manager’s time and office; adjusts the Chief’s calendar to maximize the use of time

  • Produces executive-level communications and materials, including reports, presentations, contracts, database files, charts, graphs and forms, and major documents as required for reproduction and distribution; proofreads, edits, compares, and redlines documents effectively and navigates and operates within various computer databases and programs relating to area of responsibility; gathers data and provides requested information for operational and technical reports; prepares standard documents related to public records requests

  • Skillfully manages day-to-day office operations; creates and maintains a professional filing system for the office; organizes and prioritizes volumes of information; provides general administrative support to the Leadership Team as directed

  • With general supervision, handles more diversified and complex projects (may be confidential in nature) than lower administrative assistant levels; leads in projects with a high degree of continuous improvement efforts; serves as a member of the Administrative Coordination Team

  • Ensures a professional work environment by demonstrating the agency values of passion, trustworthiness, respect, collaboration, diversity and ownership; as well as a strong commitment to equity, diversity, inclusion and belonging

  • Ensures a safe working environment and adherence to guidelines of agency safety policies and procedures, leads by example; reports safety-related accidents, incidents, and unsafe work conditions to appropriate personnel; attends safety training programs as required Researches, prioritizes and follows up on incoming issues and concerns including those of a sensitive or confidential nature; determines appropriate course of action, referral, or response

  • Arranges travel and off-site meetings by developing itineraries and agendas; books transportation; arranges registrations, lodging and meeting venues; provides detailed travel plans/itineraries/agendas

  • Attends meetings as directed; accurately takes and transcribes minutes; files and distributes as appropriate; and ensures timely follow up on actionable items

  • Assists Chief with development and monitoring of assigned budgets, performs purchasing and bookkeeping functions, processes expense reports
OTHER:
  • All job-related duties as assigned.

QUALIFICATIONS

Education:
Bachelor’s Degree in Business or Public Administration, Organizational Management, Communications, or other related degree is preferred.

Experience:
A minimum seven years of experience for a non-profit, public or private organization in an executive assistant position.

Knowledge, Skills, and Abilities:
  • Outstanding verbal and written communication skills, professional decorum, tact and diplomacy.

  • High degree of confidentiality, flexibility, and tolerance of ambiguity

  • Strong computer skills including a mastery of Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and Adobe, and ability to navigate in web-based environments

  • Positive attitude, a sense of humor, ability to work collaboratively and cooperatively with internal and external stakeholders

  • Initiative and ability to work independently under pressure in a deadline driven, detail-oriented environment, while maintaining high standards of accuracy, composure, and professionalism

  • Ability to manage time and workload effectively

  • Excellent analytical and problem-solving skills and sound judgment

  • Ability to convey objective, accurate, concise, and timely information that facilitates informed decision making, effective policy and procedure development

  • Independent judgment and discretion in analyzing situations and in the determination of actions to be taken

OR:

  • An equivalent combination of education, experience, knowledge, skills, abilities.

WORKING ENVIRONMENT:
The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job with or without reasonable accommodations.

The work environment is a typical office environment with minimal exposure to excessive noise or adverse environmental issues.

CAREER MAP:
Based on job performance, experience, education and position availability the next step on the career map for this position may be: Executive Assistant III – Gen 8

STATUS: Exempt

PAY GRADE/CODE: GEN 7

SALARY RANGE: Minimum: $63,245.16 | Maximum: $98,029.99

REPORTS TO:
Chief Executive Level

SUPERVISES:
N/A

RTD is an Equal Opportunity Employer
Please see our EEO policy at https://www.rtd-denver.com/sites/default/files/files/2019-10/RTD-EEO-policy-statement-2019_0.pdf

When applying, mention you saw this listing on TransitTalent.com.

Transit Job Listing - Executive Assistant II