Executive Assistant (Chief of Staff)

Basic Function

Provides executive administrative support to the overall daily responsibilities of the Executive & Board Office. Discretionary handling of confidential information is a critical aspect of this position. Performs advanced, specialized, executive-level administrative activities. Performs duties in a safe, efficient manner and in compliance with all applicable rules and safety procedures.

Responsibilities And Specific Duties

• Works with the Chief of Staff in the daily responsibilities required to support the Board Office.
• Assists the President & CEO in the absence of the Office Manager to the President & CEO or as needed. Assists with overall coordination of Executive & Board Office activities.
• Coordinates the planning of all activities in support of the Executive & Board Office.
• Manages the Board calendar, schedules meetings/events, and communicates activities accordingly.
• Arranges and coordinates logistics for board meetings, committee meetings, and meetings with board members. Ensures any audio/video needs are set up, and the meeting space is prepared including logistics and coordination with outside vendors and visitors.
• Interacts with all levels of management as well as board members, elected officials, community leaders, and local, regional, state, and federal public agency officials.
• Routinely checks the Board Office voicemail and email accounts to document speaker requests for public meetings.
• Communicates registered public speaker requests with appropriate department personnel. Tracks responses to each speaker request. Reviews responses and finalizes for Executive & Board Office actions.
• Develops list of speakers for the public comment portion of board meetings.
• Sorts and distributes incoming mail for board members and members of the Executive & Board Office.
• Maintains office filings/records system according to METRO’s file retention program for the Executive & Board Office. Assists the Chief of Staff with the maintenance of METRO’s official board records.
• Manages and prepares routine correspondence, memos, letters, and reports. Initiates routine and some non-routine correspondence, memoranda, departmental forms, etc.
• Provides support to members of the Executive & Board Office, to include the Chair and board members as needed.
• Maintains office supply inventory and initiates requisitions for standard and non-standard items.
• Prepares documents for account expenditures and determines expense allocations.
• Makes copies of materials, correspondence, and reports as needed.
• Screens telephone calls and visitors, as well as resolve routine and some complex inquiries.
• Coordinates and plans the activities, calendar, working itineraries, meetings, conferences, correspondence, and travel for the Board of Directors and in support of the Executive Office.
• Provides excellent customer service to METRO internal and external customers.
• Applies SMS (Safety Management System) methods and principles in daily routine and supports all aspects of the agency’s Public Transportation Agency Safety Plan (PTASP).
• Promotes safety awareness and follows safety procedures to reduce or eliminate accidents.
• Performs other job-related duties as assigned.
  
  

Pay Range: $60,800 - $79,700

Education Requirement

High school diploma or GED is required. Business school or some college is preferred.

Years & Experience Required

Minimum eight (8) years’ experience in an executive level administrative or C-Suite support position.

Knowledge & Skills Required

Intermediate level proficiency with Microsoft Office Suite; Outlook, PowerPoint and Excel. Excellent organizational skills with strong attention to detail. Strong interpersonal and communications (written and verbal) skills. Ability to apply sound judgment in decision making and effectively multi-task in a fast-paced environment. In depth understanding of the organization’s policies and operations.

Additional Information

The Metropolitan Transit Authority of Harris County, Texas has a zero-tolerance drug and alcohol policy for all employees. All internal and external applicants will be required to undergo drug testing before employment and will be subject to further drug and/or alcohol testing throughout their employment.

Further, employees who perform safety-sensitive functions will submit to drug and/or alcohol testing in accordance to the Department of Transportation (DOT) and the Federal Transit Administration (FTA) regulatory requirements.

We provide equal opportunity to all qualified individuals regardless of race, color, religion, age, sex, national origin, veteran status, genetic information or disability.