Executive Assistant - GM
About The Position
The Executive Assistant provides high-level administrative support to the General Manager (GM) and Executive Team, serving as a primary point of contact for the GM and managing administrative matters for the GM’s office. The role handles confidential and politically sensitive matters, coordinates meetings and travel, facilitates executive meetings, and tracks action items. It also interacts with the public on matters related to the GM’s office, tracks responses, and maintains public records. The position requires working onsite five days per week and a commitment to safety and regulatory compliance through leadership, training, role modeling, and consistent safety practices. The employee is also expected to use TriMet’s transit system regularly to stay current with customers’ experiences and the organization’s products and services. The role supports the GM’s calendar, correspondence, communications, travel, budget monitoring, and relationships with internal and external stakeholders. It coordinates Executive Team meetings and retreats, maintains meeting materials and action-item tracking, and supports the GM’s outreach activities. The position also serves as backup for the General Manager’s Senior Executive Assistant. This is a full-time, non-exempt, non-union Grade 13 position. The listed salary range is $38.92 to $58.38 per hour; the final offer depends on education, training, and relevant experience.
Requirements
- Bachelor’s degree.
- At least four years of total credited experience.
- Four years of experience in progressively responsible executive administrative positions.
- Equivalent combinations of training or experience may be considered.
- Experience credit is based on relevance to the position and prorated according to hours worked; LRHR assigns and validates credited experience.
Nice To Haves
- Bachelor’s degree in Business or Public Administration.
- One year of experience in organizations with both union and non-union employees.
Responsibilities
- Provide high-level administrative support to the General Manager, including management of a dynamic calendar, department calendar, and longer-term strategic calendar.
- Schedule, communicate, and coordinate on-site and off-site meetings, including meeting logistics and external services such as food service.
- Coordinate Executive Team meetings and retreats, and maintain meeting calendars, agendas, and action-item lists.
- Screen telephone calls, prioritize mail, respond to invitations, monitor email, flag pertinent messages, and help ensure timely responses.
- Independently respond to questions and inquiries and explain policies and procedures.
- Prepare sensitive correspondence and communications on behalf of the GM, exercising discretion and initiative.
- Represent the organization on committees, task forces, and advisory groups; prepare and distribute minutes, agendas, and related materials.
- Prepare correspondence, letters, reports, memoranda, agendas, presentations, statistical documents, charts, graphs, and schedules; research background information and compile or analyze data as needed.
- Keep the GM informed about upcoming commitments and relevant issues, anticipate needs for meetings and conferences, and follow up appropriately.
- Coordinate GM travel, including travel arrangements, accommodations, travel authorizations, and expense reports; accompany the GM to regional events and help ensure schedules are followed.
- Establish and maintain protocols for politically sensitive meetings and working relationships with public offices, including the Governor’s office, legislators, federal officials, and local jurisdictions.
- Maintain extensive electronic filing systems for confidential matters, including labor issues, contracts, schedules, legal matters, and financial matters; coordinate internal document signature routing.
- Work with the Executive Team to coordinate GM office outreach and follow up on contacts made by the GM.
- Prepare, review, confirm, and monitor the GM’s budget; prepare and review monthly variance reports, review and approve invoices, explain variances, and use Oracle to gather data and monitor spending.
- Serve as backup for the General Manager’s Senior Executive Assistant.
- Support safety and regulatory compliance through leadership, training, role modeling, and implementation of safety practices.
- Regularly use TriMet’s transit system to maintain current understanding of customer experiences and TriMet’s products and services.
- Interact with the public on matters related to the GM’s office, track responses, and maintain public records.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
