Executive Assistant I

RTD•Rock Hill, SC

2d•$71,043 - $100,349

About The Position

The Executive Assistant I provides administrative support to an assigned C-suite executive and department. The position manages the executive’s schedule and meetings, prepares correspondence and other materials, coordinates travel and department activities, and works with internal and external stakeholders on the executive’s behalf. It handles confidential and sensitive information and supports department projects and other assigned activities. The role also manages day-to-day office operations, maintains records, coordinates administrative activities, supports budgets and purchasing, and assists with projects by gathering information, tracking deadlines, and following up on action items. The employee serves on the Administrative Coordination Team and is expected to uphold RTD’s agency values and promote a safe, professional work environment.

Requirements

Five years of work experience in an executive assistant position for a nonprofit, public, or private organization.
Five years of progressively responsible administrative experience, including executive- or senior-level administrative support.
Strong verbal and written communication skills and the ability to communicate professionally with executives, employees, public officials, staff, and external stakeholders.
Ability to exercise discretion and maintain confidentiality when handling sensitive information, communications, and business matters.
Technical proficiency and ability to learn and use technology systems, including Microsoft Office Suite and other systems used for assigned work.
Ability to establish effective working relationships and collaborate with individuals across the agency and with external stakeholders.
Ability to work effectively in a deadline-driven environment while maintaining accuracy, professionalism, and appropriate follow-through.
Strong organizational and time-management skills, including the ability to manage multiple priorities, schedules, assignments, and deadlines.
Ability to exercise sound judgment, work independently within assigned responsibilities, and recognize when matters need escalation.
Ability to review information, identify issues, determine solutions, and arrange appropriate follow-up.
Equivalent combinations of education, experience, knowledge, skills, and abilities may be considered.

Nice To Haves

Bachelor’s degree in Business, Public Administration, Organizational Management, Communications, or a related field.
Experience working in a public agency, transit, government, or another complex organization.

Responsibilities

Manage the executive’s calendar and appointments; schedule meetings, prepare agendas, maintain files, complete expense reports, and prepare confidential correspondence and materials.
Communicate on behalf of the assigned executive with agency employees, public officials and staff, and other individuals and organizations.
Welcome visitors, coordinate agency and departmental functions, respond to questions and meeting requests, and process confidential materials and communications.
Plan and coordinate the executive’s schedule, ensure time commitments are respected, and adjust the calendar to maximize effective use of time.
Prepare executive-level communications and materials, including reports, presentations, contracts, database files, charts, graphs, forms, and other documents; proofread, edit, compare, and redline documents.
Navigate computer databases and programs, gather data, provide information for operational and technical reports, and prepare standard documents related to public records requests.
Manage day-to-day office operations, organize and maintain records and information, and coordinate administrative activities with departments, staff, and the Leadership team.
Research, prioritize, and follow up on incoming issues and concerns, including sensitive or confidential matters; coordinate referrals and escalate matters as needed.
Arrange travel and off-site meetings, including itineraries, agendas, transportation, registrations, lodging, meeting venues, and related travel information.
Attend meetings as directed, accurately take and transcribe minutes, file and distribute meeting materials, and ensure timely follow-up on action items.
Assist with development and monitoring of assigned budgets; perform purchasing and bookkeeping functions and process expense reports.
Provide administrative support for projects and activities by gathering information, coordinating meetings, maintaining documentation, and tracking deadlines and follow-up items.
Serve as a member of the Administrative Coordination Team.
Demonstrate agency values and commitment to equity, diversity, inclusion, and belonging, and help ensure a professional work environment.
Follow agency safety policies and procedures, report safety-related accidents, incidents, and unsafe conditions, and attend required safety training.