Executive Assistant to the CEO

Valley Regional Transit

Executive Assistant Position Opening

Great Organizational Culture * Enriching Work that Changes Lives * Incredible Benefits

Reporting to the Chief Executive Officer, the Executive Assistant provides high-level administrative support directly to the CEO, VRT Board of Directors, Executive Board, Regional Advisory Council, and general office staff. This position ensures efficient operation of the Chief Executive Officer’s office and a strong foundation for effective Board governance, with outstanding professionalism and confidentiality. With direction from the CEO this position provides support for the Executive Management Team and ensures collaboration and communication across all departments.

The ideal candidate is:

• An administrative professional with at least 5 years of experience as an executive assistant.
• Detail oriented and has experience working on board packets in the non-profit or public sector.
• A responsible, dedicated, detail-oriented self-starter, who can work independently and also collaborate with a team.
• A positive contributor who can maintain a high degree of confidentiality, discretion, and good judgment.

Responsibilities:

• Provides administrative support to the CEO
• Assists CEO in communicating with staff, board, councils committees and partners
• Manages the CEO’s calendar, including communication with internal and external regional leaders and their assistants to schedule a variety of business meetings
• Maintains a database of CEO-specific contacts and ensures timely communication and information flow between staff, Board members and CEO
• Provides correspondence support and edits documents for CEO
• Advises CEO of upcoming actions or updates that are needed on all items being tracked
• Provides support for Executive Management Team as they set the direction and guide the organization
• Organizes, monitors, tracks, compiles, and prepares internal and external documents
• Ensures VRT policies are current and reports areas that may be out of compliance
• Provides for document administration, routing and archiving for all VRT departments
• Maintains, reviews and updates standard operating procedures to ensure best practices are achieved
• Clerk for the VRT Board of Directors, Executive Board, and Regional Advisory Council
• Compiles, edits, and cross-checks meeting agenda memos, supporting documentation information and support materials for Valley Regional Transit Board of Directors, Executive Board and Regional Advisory Council meetings
• Prepares and distributes official documents and communications for Board meetings including agenda packets, calendar invitations, appointments and RSVPs to confirm quorum
• Ensures meeting and public hearing notices follow open meeting laws
• Records and finalizes meeting minutes for all VRT Boards, Councils and Committees
• Maintains the tracking system of Board resolutions and policies and internal procedures and policies
• Informs CEO on upcoming Board-related issues (i.e., Board vacancies, scheduling challenges, etc)
• Ensures Board and committee information is current on the VRT website and annually updates VRT Board/Committee handbooks and related SOPs
• Conducts on-boarding of new board members and ensures board member documentation and tracking are kept up-to-date. Informs CEO on upcoming Board-related issues (i.e., Board vacancies, scheduling challenges, etc.)

ADDITIONAL DUTIES

• Arranges and coordinates travel schedules and reservations for the CEO and VRT administrative staff and reconciles travel expenses upon completion of travel
• Trains staff on use of agenda management program and document archival/naming convention
• Provides timely, respectful, accurate and thorough information to customers, public, and the media
• Supports on-boarding of new employees, as needed
• Ensures office supplies are adequately stocked and office is well-kept (i.e. conference rooms, empty cubicles, etc.)
• Organizes and/or leads special projects for the CEO as assigned (i.e. blood drives, employee relation functions, etc.)
• Provides exceptional customer service to internal and external customers that is timely, respectful, and thorough
• Provides correspondence support and edits documents as needed for all staff
• Other duties as assigned

Minimum Qualifications:

• Associate’s Degree in administrative support or equivalent experience
• Five (5) years of related experience
• Extensive knowledge of office administration, clerical procedures, and record keeping systems
• Must be able to maintain a high degree of confidentiality, discretion, and judgment
• Must be knowledgeable of administrative policies and procedures
• Maintains a professional and courteous demeanor at all times
• Dependable and Self Starter
• Extremely proficient with Microsoft Office or similar software with the ability to learn new or updated software
• Must be able to work independently
• Must be willing to take initiative and take action to follow through without supervision
• Must understand Open Meeting Laws
• Strong interpersonal skills
• Strong organizational skills and ability to navigate complex tasks
• Ability to communicate effectively with a wide variety of stakeholders; ability to coordinate effectively with stakeholder offices

Salary Information: Starting salary range: $55,000 - $58,000 depending on experience

Location: Based in Meridian, Idaho, with possible flexible/hybrid remote work options

Excellent benefits package includes:

• No-Cost and low cost health and vision insurance options
• Dental insurance
• Generous holiday, sick, and vacation leave
• State retirement plan (PERSI): pension and optional 401(k) (see https://www.persi.idaho.gov/ for more information!)

Employment Type: Full-time, non-exempt

Valley Regional Transit is an equal opportunity employer.

*Please submit RESUME AND COVER LETTER*

Job Type: Full-time

Pay: $55,000.00 - $58,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $55,000 - $58,000