Executive Assistant 2
About The Position
The Executive Assistant to the Sr. Vice President & Chief Safety Officer provides high-level administrative and strategic support in a fast-paced, safety-critical environment with limited supervision. The position serves as a key liaison between Agency Safety and Compliance, CEO & President, executive leadership, and external oversight agencies, including the Texas Department of Transportation (State Safety Oversight Agency) and the Federal Transit Administration (FTA). The position requires discretion, sound judgment, and the ability to anticipate needs while maintaining a strong focus on the Agency’s safety objectives and regulatory compliance.
Requirements
- Associates degree from an accredited college or university in Business Administration or related field.
- Four (4) years’ administrative and clerical experience in an executive-level office or related environment.
- Strong written and verbal communication skills, with the ability to prepare executive-level materials.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Adobe).
- Ability to collaborate effectively across all levels of the organization and with external stakeholders.
- Exceptional organizational skills with the ability to manage competing priorities and regulatory deadlines.
- Demonstrates an action-oriented mindset with the energy and initiative to address challenges proactively, make sound decisions in dynamic environments, and capitalize on opportunities while exercising appropriate judgment and operational awareness.
- Strong attention to detail and commitment to accuracy. Ability to use rigorous logic and methods to solve difficult problems with effective solutions.
Nice To Haves
- Familiarity with safety management systems (SMS) and regulatory frameworks (e.g., FTA, FRA, OSHA) preferred.
Responsibilities
- Support the coordination of safety-related meetings, committees, executive briefings, and Board of Directors meetings
- Assist in the preparation and distribution of safety communications, bulletins, and reports.
- Maintain organized records of critical documents, including regulatory submissions, audits, compliance materials, and driver license records.
- Handle highly sensitive and confidential information with the utmost professionalism and integrity.
- Exercise independent judgment in managing confidential matters, including personnel, safety incidents, and regulatory issues.
- Manage complex calendars, scheduling meetings, briefings, and travel arrangements with competing priorities.
- Demonstrates the ability to adapt quickly and effectively to changing priorities, operational demands, regulatory requirements, and organizational needs in a fast-paced environment.
- Support special projects and strategic initiatives led by the Safety Office.
- Assist in the preparation and distribution of open records request, safety bulletins, directives, and agency-wide communications.
- Track deadlines, deliverables, and milestones related to safety programs and compliance requirements.
- Manage the Accident Review Board process and meetings
- Facilitate executive travel logistics and ensure alignment with organizational priorities.
- Support safety-related events, and training sessions.
- Track and ensure follow-up on executive directives, action items, and Safety Division priorities.
- Perform other duties as assigned
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
Associate degree
