Administrative Assistant to the Chief Operations Officer

Department: Executive, Reports to Chief Operating Officer (COO)

Status/FLSA: Full-time, Exempt Salary Range: $50,000.00-$58,000.00

Work Schedule: Monday-Friday, 8:00 am-5:00 pm Benefits: Excellent benefits package

SUMMARY

The Administrative Assistant to the Chief Operating Officer (COO) serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the COO. The Administrative Assistant also consults with internal staff and the COO, organizes, and coordinates executive outreach and external relation efforts, oversees special projects, and must be results-driven and service-oriented. The Executive Assistant must exercise good judgment in various situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Administrative Assistant will be able to work independently on projects, from conception to completion, and must be able to work under pressure at times to manage various activities and confidential matters with discretion.

When directed, represents COO at outside meetings and events germane to Chatham Area Transit (CAT), especially Board Meetings. The Administrative Assistant schedules appointments, gives information to callers, and otherwise relieves officials of clerical work, routine administrative and business detail by performing the following duties:

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Maintains confidentiality regarding all matters involving the Authority and Board of Directors. May record and maintain minutes and other documents germane to Authority proceedings.

• Manages an extremely active calendar of appointments; completes expense reports; composes and prepares correspondence that is sometimes confidential; arranges complex and detailed travel plans, itineraries, and agendas; and compiles documents for travel-related meetings.

• Plans, coordinates, and ensures the COO’s schedule is followed and respected. Provides “gatekeeper” and “gateway” roles, creating win-win situations for direct access to the COO’s time and office.

• Greets scheduled visitors and conducts visits to appropriate areas or persons.

• Research, prioritizes and follows up on incoming issues and concerns addressed to the COO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

• Provides a bridge for smooth communication between the COO’s office and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff.

• Works closely and effectively with the COO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.

• Provides administrative guidance to build relationships crucial to the success of the organization. 

• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the COO’s ability to lead the company. 

• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

• Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer. Organizes and maintains file system, and files correspondence and other records.

• Orders and maintains supplies and arranges for equipment maintenance.

• Prepares outgoing mail and correspondence, including e-mail and faxes.

• May be requested to prepare the agenda, participate in and/or schedule meetings and record minutes at Board Meetings.

• Responsible for a variety of general administrative duties.

SUPERVISORY RESPONSIBILITIES: None

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Demonstrated strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

EDUCATION and/or EXPERIENCE

Bachelor’s degree from a four-year college or university and two (2) to four (4) years’ preferred. Experience supporting senior level management executives; or equivalent combination of education and experience including typing, business machines, dictation equipment, personal computer operations; Proficiency in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid Georgia driver’s license and Notary Public.

INTERPERSONAL SKILLS

Maintains confidentiality remains open to others’ ideas and exhibits willingness to try new things; maintains positive and proactive attitude, demonstrates initiative and positive relations with Authority customers and business contacts. Strong intuitive skills; exercises discretion and keen anticipatory skills; proactively seeks to accommodate others, especially guests and customers of CAT.

ORAL COMMUNICATION

Speaks clearly, succinctly, and persuasively in positive or negative situations and demonstrates comfort and ease in the presence of others.

WRITTEN COMMUNICATION

Edits work for spelling and grammar; presents numerical data effectively and is able to read and interpret written information. Demonstrates written composition skills.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine and complex reports and correspondence. Ability to speak effectively before groups of customers, business associates and employees of CAT.

DEPENDABILITY

Consistently at work and on time, follows instructions, responds to management direction, and solicits feedback to improve performance. Must be able and willing to work overtime hours, including without notice, when necessary.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure using whole numbers, fractions, and decimals. Ability to compute rate, ratio, and percent and to formulate and interpret bar graphs.

REASONING ABILITY

Ability to apply common sense and deductive reasoning when conducting instructions conveyed in written or oral form.

PROBLEM-SOLVING

Must be able to identify and resolve problems in a timely manner, gather and analyze information skillfully, and present viable alternatives. Ability to address and solve problems involving multiple variables.

TRANSPORTATION

In order to effectively conduct some of the duties and responsibilities described herein, you must have a valid Georgia Driver’s License, approved Motor Vehicle Record (MVR) results, and immediate access daily to a reliable automobile.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

DISCLAIMER STATEMENT

The above statements are intended to describe the general nature and level of work performed. Such statements are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so qualified.

APPLY ONLINE at catchacat.org and click on the Careers link to complete the application process for the position.

EOE M/F/D/V

• A drug-free workplace