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Executive Assistant
4 months ago
Metro is seeking an Executive Assistant that can provide high-level administrative and support duties of a responsible and confidential nature for members of the Executive Leadership Team. This position will report to the Chief Operating Officer and Sr. VP of External Affairs.
JOB DUTIES
* Manage and maintain executive's schedule, manage calendars and/or arrange appointments, pro-actively address meeting conflicts, including facilities, to ensure efficient daily operations.
* Answer executive's phone, monitor voice mail and email and forward messages/emails/issues to appropriate department/staff members.
* Generate, review, process and maintain invoices, reports, memos, letters and/or other documents, using word processing, spreadsheet, database, or presentation software.
* Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
* Open, sort, and distribute incoming correspondence, including email.
* Greet visitors and determine whether they should be given access to specific individuals.
* Oversee the coordination and planning of assigned projects or events through completion.
* Type, format, proofread, and edit correspondence and other documents.
* Make travel arrangements as needed.
* Assist in the development of strategies to meet or exceed organizational and department performance goals and objectives.
* Conduct and/or assist with research, analyze information, compile data, and prepare papers, summaries, or reports for consideration and presentation by executives and committees.
* Assure documents and reports have proper signatures and are distributed to the appropriate personnel.
* Gather appropriate information and develop agendas for Executive Staff meetings and other designated meetings.
* Attend meetings to record minutes as necessary. Compile and distribute minutes of meetings if necessary.
* Support Board Liaison activities to include writing resolutions, recording minutes, and information coordination.
* Accurately collect, analyze, prepare, and properly format/package information, including financial information, for Officer's use for Staff, Board, or other internal meetings, or meetings with outside individuals.
* Field routine and non-routine inquiries from elected officials, business executives, civic leaders, the Board of Trustees, Metro staff, and the general public.
* Prepare and process expense reports.
* Prioritize and expediently handle requests for information or action from the Board of Trustees, elected officials, staff members, or customers with direction from the executive.
* Maintain a well-organized file management system legal opinion, databases, mailing and contact lists.
* Model, facilitate and encourage exemplary internal and external customer service, open communication, collaboration, participation and professional development among staff.
* Other duties as assigned.
* Provide a positive work environment that does not discriminate based on race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty or status as a covered veteran.
* Ability to work in compliance with Metro's safety and security policies.
QUALIFICATIONS
* Communications - Excellent verbal, writing and non-verbal skills. Persuasive, consensus builder.
* Customer Focus - Excellent problem-solving skills and a desire to exceed customer expectations.
* Leadership - Energetic, innovative self-starter, committed to continuous improvement and creative problem-solving.
* Professional Integrity - Exhibits and values commitment, leadership, accountability, diversity, honesty, fiscal responsibility, and the ability to maximize resources.
* Proficiency - Able to multi-task, plan and measure results, create and analyze data, excellent computer skills, accuracy and attention to detail, excellent project management skills.
Education
* Associate's Degree ( preferred ) or Bachelor's Degree ( preferred ).
Experience
* Five or more years related experience; preferably three years at the C suite level.
Computer Skills
* Working knowledge of word processing, spreadsheets, presentation applications, database management, procurement/inventory system, internet, and email. Knowledge of Microsoft 365 a plus.
