Executive Assistant to the President and CEO

3 weeks ago

Indianapolis, United States IndyGo Full time

IndyGo's Senior Executive Assistant to the President and CEO/Board Clerk provides executive-level support and assistance to the President and CEO, Executive Leadership Team, and administrative support to the Board of Directors. This executive-level leader will report directly to the President and CEO and will be responsible for the administrative needs of the agency.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Serve as the executive assistant to the CEO and performs a wide variety of, sensitive, and confidential administrative support functions; administers the day-to-day operations and administrative functions of the Office of the CEO and coordinates work with senior staff members and others to ensure a smooth, operating office in a sensitive, confidential, and dynamic environment; serves as clerk to the Board of Directors.

Executive Office

  • Assists with the day-to-day administrative affairs of the President and CEO's office by completing a broad variety of administrative tasks for the President and CEO.
  • Develops a relationship of mutual trust, intellectual partnership, teamwork and confidence with the President and CEO as well as the other key members of the organization.
  • Reviews and processes correspondence; channels inquiries; drafts correspondence for the President's signature; disseminates information and assignments to staff by President and CEO and tracks assignment completion dates.
  • Coordinates travel arrangements and meeting registrations for staff for transit events. Prepares travel expense estimates and reimbursement reports for staff.
  • Performs administrative duties by creating annual budget for Board, purchasing items for department, monitoring the budget, preparing purchase requisitions.
  • Keeps the President and CEO up to date on all Board matters.
  • Schedule regular and special Board meetings.
  • Enforce deadlines for issue paper submissions.
  • Organize and gather all information to prepare and distribute Board agenda with mandated time frames.
  • Locate and retrieve documents from a variety of sources include archived original copies as well as on-line document management system.
  • Learn the interaction and relationship between all levels of staff.
  • Other duties as assigned.
Board Administration
  • Provides professional staff support to the Board of Directors and President and CEO.
  • Coordinates and prepares Board correspondence with President and CEO.
  • Processes and files Board and Committee appointments, resignations, and postings.
  • Coordinates and manages the orientation and ongoing training of the Board.
  • Engages with Chief Legal Officer on public meeting, records services, and other Board related matters in a practical and responsible manner.
  • Oversees compliance of Board of Directors ethics disclosures.
  • Coordinates travel arrangements and meeting registrations for members of the Board of Directors for transit events. Prepares travel expense estimates and reimbursement reports for Board members.
  • Provides updates, information, and input for posting items related to the Board of Directors to the agency's website and ensures legal notices are published in accordance with established procedures and legal requirements.
  • In collaboration with the President and CEO and/or Department staff, coordinates and drafts responses to correspondence addressed to the Board of Directors to ensure timely, accurate and informative communication. Tracks deliverables and ensures responses are consistent with overall agency communication efforts.
  • Serves as intermediary for the Board of Directors with staff.
  • Organize Board of Director work sessions.
  • Assist with recordkeeping, filing, and document storage and retrieval methods, and complying with legally mandated retention periods.
OTHER FUNCTIONS
  • May be required to be available through a mobile device via voice and/or data during normal working hours, at the President and CEO's discretion, and must respond within a reasonable timeframe.
  • Contribute to the mission and values of the agency through responsible and effective leadership and work performance; serve as a key member of the agency's leadership team.
  • Serves as custodian of the Corporate Seal.
  • As needed, provides notary services for the agency.
EDUCATION AND/OR EXPERIENCE

To perform this job successfully, an individual must have the following education and/or experience.
  • Associate degree in business administration or related field preferred.
  • 10+ years of administrative, business support experience required, as well as, previous experience supporting c-suite leaders.
  • 10 years of experience in a large public setting, operating within a complex multicultural and diverse environment or
  • Must currently hold, or be willing to obtain, a valid Notary Public.
  • Knowledgeable about how public sector organizations work and how to get things done both through formal channels and informal networks.
  • Certified Administrative Professional (CAP) or Certified Professional Secretary (CPS) certification is preferred.
  • Valid Indiana driver's license is required.
KNOWLEDGE, SKILLS, AND ABILITIES

The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duty satisfactorily.
  • Able to maintain a high level of integrity and discretion in handling confidential information.
  • Experience building and sustaining community and public relations.
  • Ability to identify key business issues from multiple perspectives.
  • Demonstrate transparency and build trust, courageously, and consistently acting upon a strong set of core values that are aligned with IndyGo's values.
  • High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, and community leaders.
  • Have the leadership courage and an ability to manage change as well as to identify and take steps necessary to ensure that all have equitable opportunities to thrive.
  • Practical application of computers and peripheral equipment.
  • Familiarity with parliamentary procedure as it relates to public agency Board meetings.
  • Basic statistical analysis.
  • Basic knowledge of methods and techniques of conducting studies of administrative practices.
  • Basic knowledge of the organization and function of public agencies, including the role of a Board of Directors.
  • Ability to express oneself using correct language and grammar effectively and persuasively in a professional, diplomatic, empathetic, and tactful manner.
  • Ability to manage complex calendars. Advanced word processing, spreadsheet, presentation, and database software.
  • Experience reviewing budgets and purchasing processes.
  • Able to type 60 words per minute.
  • Prioritize work and deal with conflicting workload requirements.
  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
PHYSICAL DEMANDS

The physical demands described here are representative of those an individual must meet to successfully perform the essential functions of this job.
  • Ability to work in a deadline-oriented office environment.
  • Ability to work independently.
  • Ability to remain stationary for an extended period and move intermittently through the workday.
  • Some local and conference travel is required.

JD - Executive Assistant to the President and CEO Board Clerk 11.21.24.pdf

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