GA - EXECUTIVE ASSISTANT TO THE CHIEF EXECUTIVE OFFICER (CEO)

A & Associates•Savannah, GA

About The Position

The Executive Assistant to the Chief Executive Officer provides high-level administrative, operational, and strategic support to ensure the efficient functioning of the CEO’s Office. The role serves as a liaison among the CEO, Board of Directors, executive leadership, employees, external partners, and community stakeholders, handling complex and sensitive matters with discretion, professionalism, confidentiality, and sound judgment. The successful candidate is organized, proactive, adaptable, and able to manage competing priorities in a fast-paced, deadline-driven environment. The position supports executive and Board activities, communications, travel and transportation logistics, records management, special projects, and organizational initiatives. It requires appropriate independent judgment within established policies and delegated authority, with escalation of matters requiring executive direction. The position has no direct supervisory responsibility. The role supports compliance with CAT policies and applicable requirements, including Federal Transit Administration and Department of Transportation requirements as applicable to assigned duties. The Executive Assistant is expected to model the core values of Chatham Area Transit Authority, including integrity, professional excellence, stakeholder focus, collaboration, reliability, safety, compliance, and initiative.

Requirements

High school diploma or equivalent required.
Demonstrated experience providing administrative, executive, or operational support to senior executives, C-suite leaders, government officials, or comparable organizational leaders.
Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Ability to use electronic scheduling, calendar management, document management, and digital communication systems.
Exceptional organizational and time-management skills, including the ability to manage multiple priorities, deadlines, meetings, and competing demands.
Strong problem-solving, analytical, and decision-making skills.
Excellent written and verbal communication skills appropriate for an executive environment.
Exceptional attention to detail and accuracy.
High level of discretion and demonstrated ability to protect confidential information.
Strong interpersonal skills and ability to establish trust and credibility with diverse stakeholders.
Ability to anticipate needs, identify potential issues, and take appropriate proactive action.
Self-direction, resourcefulness, adaptability, and initiative.
Ability to remain composed and professional in high-pressure or rapidly changing situations and to exercise sound judgment with sensitive, confidential, or ambiguous matters.
Ability to meet deadlines and consistently deliver high-quality work.
Ability to represent CAT and the CEO’s Office professionally in internal and external interactions.
Ability to sit, stand, and walk for extended periods; use hands and fingers for computer, telephone, document, and office-related activities; communicate frequently by telephone, email, video conference, and in person; travel locally and occasionally as required; and lift, carry, or transport business materials as reasonably required within applicable safety guidelines.

Nice To Haves

Bachelor’s degree in business administration, public administration, communications, or a related field preferred.
Familiarity with professional communication platforms and social media tools.
Ability to learn and effectively use organizational systems, databases, and technology platforms.
An equivalent combination of education, training, and progressively responsible executive-level administrative experience may be considered.

Responsibilities

Manage and prioritize the CEO’s calendar, appointments, meetings, and commitments in alignment with organizational priorities.
Coordinate and prepare materials for Board of Directors meetings, executive sessions, leadership meetings, and other high-level engagements.
Anticipate the CEO’s needs and address scheduling conflicts, competing priorities, and time-sensitive matters.
Prepare reports, presentations, briefing materials, correspondence, talking points, and other documents for the CEO.
Monitor deadlines, commitments, and follow-up activities requiring the CEO’s attention, and maintain accurate records of CEO-related activities.
Maintain strict confidentiality of sensitive and privileged organizational information and exercise sound judgment about access and communication.
Support Board governance processes, including communications, meeting logistics, agendas, materials, documentation, and follow-up.
Coordinate distribution and collection of confidential Board and executive materials, and maintain accurate, complete, current, accessible records.
Serve as a professional liaison between the CEO’s Office and internal departments, Board members, executive leadership, external partners, vendors, community stakeholders, and the public.
Facilitate timely and accurate communication on behalf of the CEO; screen and prioritize calls, emails, correspondence, invitations, and other communications; and draft or coordinate responses as appropriate.
Build and maintain effective working relationships and represent the CEO’s Office with professionalism, courtesy, discretion, and responsiveness.
Coordinate business travel, including transportation, accommodations, itineraries, meeting logistics, and related documentation.
Manage incoming correspondence and communications, determining priority, routing, and follow-up.
Coordinate executive meetings, special events, conferences, and other high-level engagements.
Track action items, assignments, and commitments and follow up with responsible parties to ensure timely completion.
Support special projects, organizational initiatives, and assignments with strategic or operational impact; conduct research and prepare summaries or briefing materials as requested.
Maintain organized electronic and physical files in accordance with applicable policies and records requirements.
Provide transportation support for the CEO to meetings, events, and other business activities, ensuring safety, punctuality, professionalism, and discretion.
Maintain CEO vehicle readiness through routine inspections, fueling, cleanliness, and coordination of routine service or maintenance.
Coordinate local delivery, retrieval, and transportation of business materials and exercise judgment regarding transportation logistics and changing circumstances.
Monitor organizational climate and emerging issues, concerns, operational challenges, and stakeholder needs; communicate relevant observations to the CEO in a timely, factual, and appropriate manner.
Identify opportunities to improve processes, communication, efficiency, and effectiveness within the CEO’s Office.
Support organizational initiatives consistent with CAT’s mission, values, policies, and operational goals.
Comply with CAT policies, procedures, directives, applicable employment requirements, laws, regulations, and organizational requirements; complete required training.
Support adherence to FTA and DOT requirements as applicable, follow safety, security, confidentiality, records-management, and operational procedures, and report significant concerns through appropriate channels.