Executive Assistant 4

DART (Dallas Area Rapid Transit)•Headquarters, KY

1d•$56,031 - $92,451

About The Position

Under limited supervision, provides highest level of administrative support for the President & Chief Executive Officer by handling correspondence, phones, schedules, mail, travel arrangements, expense reports, and meeting logistics. Assignments involve work of a confidential nature, necessitating exposure to sensitive information and contacts requiring discretion, judgement, tact and diplomacy.

Requirements

Associates degree from a college or university in Business Administration, Certification from a Business School or related field.
Five (5) years administrative experience supporting a management official.
Written and oral communication skills to effectively communicate with all levels, both inside and outside of DART.
Demonstrates proficiency with most Microsoft software and operating systems such as Word, Excel, Power Point, Access, etc.).
Analytical and creative skills to find solutions to professional and administrative problems.
Word Processing – Able to work with master documents, create macros to automated tasks, and construct online forms. Can link a spreadsheet file with a word processing file, create a chart from a file, and integrate updated features of linked files. Able to serve as a resource person within work unit.
Time and Project Management – Able to prioritize multiple work objectives, develop work plans. Establish schedules, obtain resources, monitor and finalize projects involving other employees. Can anticipate and respond to changing priorities and problems.

Responsibilities

Composes letters, correspondence, and memos requiring independent judgement as to content and prepares responses to inquiries to include confidential and sensitive information related to various DART departments.
Utilizes various software to create, process, and maintain a variety of documents and administrative records containing technical information and difficult formats.
Schedules and maintains master calendar, personal calendar, and tickler system for daily appointments and speaking engagements for the President & Chief Executive Officer. Ensures that appropriate personnel are informed of schedules.
Coordinates arrangements for travel, meetings, seminars, finances, and other special services.
Oversees distribution of President & Chief Executive Officer’s mail.
Establishes and maintains filing and records control systems. Ensures collection and distribution of monthly managements reports.
Screens and responds to internal and external questions and inquiries.
Coordinates information with support staff both inside and outside of the department to ensure efficient completion of projects such as weekly administrative reports, etc.
Maintains suspense systems to follow-up on correspondence from President & Chief Executive Officer to direct reports.
Coordinates and maintains files, database of the President & Chief Executive Officer’s presentations, speeches and published articles for easy access and reference.
Oversees office functions to include, but not limited to, assessment of needs for equipment, furniture and fixtures, information systems, space, etc. Coordinates needs with appropriate party and in accordance with established budgetary guidelines.
Contributes to the effectiveness of the Executive Office by working with others during periods when workload is very heavy.