Administrator, Executive Office & Board Relations

Capital Metro

Austin (TX)

On-site

USD 80,000 - 110,000

Full time

12 days ago

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Job summary

CapMetro is seeking an Administrator for the Executive Office & Board Relations in Austin, TX. This role supports the CapMetro President & CEO, coordinates Board activities, and ensures confidential handling of sensitive information.

Responsibilities include managing the President & CEO’s calendar, travel, correspondence, and executive signature prep, while partnering with the Chief of Staff and Board teams to maintain governance and alignment with policies.

Qualifications

Minimum 6 years providing executive-level administrative support and governance coordination.
Experience handling confidential information and coordinating complex meetings.
Ability to interact with executive leadership and board members with tact.

Responsibilities

Manage Board of Directors and Board Committee meetings, including agenda development and material prep.
Serve as liaison between the Agency and Board Members; coordinate communications and briefings.
Plan and execute Board meetings with logistics, AV setup, and public comment processes.
Maintain Board calendar and review recurring items like policies and reports.
Coordinate with Chief of Staff, Counsel, and Law Department on board procedures and compliance.
Ensure documentation and archiving of Board materials; oversee records retention.

Skills

Executive support

Board governance

Calendar management

Travel coordination

Confidentiality

Education

Bachelor's Degree in Business Administration or related field

Tools

MS Office

Job description

Administrator, Executive Office & Board Relations

Austin, TX, United States

Job Description

WHO WE'RE LOOKING FOR

The Administrator, Executive Office & Board Relations reports to the Chief of Staff and is responsible for day-to-day support for the CapMetro President & CEO, and support and coordination for the CapMetro Board of Directors. This position provides advanced professional assistance to the President & CEO, including managing the President & CEO’s calendar, business needs such as travel accommodations, response to public information requests and business item approvals, and more. Additionally, the Program Manager is responsible for organizing and hosting meetings of the CapMetro Board and Board Committees and acting as a liaison between the Agency and Board, as needed. This role requires significant discretion and strict adherence with confidentiality requirements for sensitive, executive-level topics,while interacting with the Executive Team, Chief of Staff, CapMetro Board, and partner agency leadership. This position may provide direction to internal team members in to effectively support the Board of Directors and President & CEO, and perform the job duties, in partnership with the Chief of Staff.

Responsibilities

WHAT YOU'LL BE DOING

Note: The duties and primary responsibilities below are intended to describe the general content of and requirements of this job and are not intended to be an exhaustive statement of duties.

Board Relations & Governance

Manage all Board of Directors and Board Committee meetings, including end-to-end agenda development, materials preparation, and alignment with agency policy and legal guidance.
Serve as primary liaison between the Agency and Board Members, coordinating communications, briefings, participation in agency activities, and follow-up on Board inquiries.
Oversee the planning and execution of Board meetings, ensuring seamless delivery of materials, audiovisual setup, logistics, and public comment processes.
Maintain the Board calendar and ensure timely review of recurring items such as policies, reports, and required Board actions.
Coordinate with the Chief of Staff, Chief Counsel, and Law Department to ensure proper Board procedures and compliance with federal, state, and local regulations (e.g., FTA, ADA, Title VI).
Ensure accurate documentation, recordkeeping, and archiving of Board materials, including resolutions, minutes, recordings, and action items.
Serve as department records management coordinator, overseeing document retention, retrieval, and destruction in accordance with policy.
Manage the budget associated with Board functions and activities.

Executive Office & CEO Support

Manage and respond to inquiries from internal teams, stakeholders, customers, and community members as directed by the Chief of Staff, Deputy CEO, and/or President & CEO.
Oversee daily administrative operations for the Executive Office, including CEO calendar management, travel coordination, and expense processing for executive leadership.
Draft and manage correspondence on behalf of the President & CEO and maintain records of stakeholder communications.
Review and prepare documents for executive signature.
Support Executive Team meetings, including scheduling, agenda management, and documentation.
Partner with the Chief of Staff to manage the budget for the Executive and Board Relations Department as a whole, including ensuring submitted expenses are accurate and processed in accordance with CapMetro policies and procedures.

Organizational & Leadership Support

Represent the Chief of Staff as needed in meetings or briefings with Board Members.
Provide cross-functional support to executive leadership, including meeting coordination, issue tracking, and backup support to administrative staff as needed.

General CapMetro Responsibilities

Support Capital Metropolitan Transportation Authority’s Safety Management Systems (SMS) process by ensuring staff follows safety and security policies, considers safety in every action, and ensures safety and security concerns are reported.
Perform other duties as required and/or assigned.

Qualifications

WHAT YOU BRING

Education and Experience

Bachelor's Degree in Business Administration, Public Administration, Communications, Political Science, or a related field.
Six (6) years of progressively responsible experience including a combination of no less than four (4) years providing executive-level administrative, board governance, executive office, public sector, government affairs, or senior leadership support, including coordinating meetings, managing confidential information, managing records, and working with executive stakeholders.

Knowledge, Skills, and Abilities

Ability to plan and effectively manage complex administrative issues for upper management.
Ability to coordinate multiple tasks and to communicate effectively with all levels of staff, Board of Directors, and other stakeholders.
Particular confidence in learning and mastering IT systems to support Board Meetings
Knowledge of relevant laws, practices and procedures necessary to public meetings of the CapMetro Board
Knowledge of relevant practices and procedures related to basic records keeping and retention
Demonstrated ability to communicate with tact and diplomacy, both orally and in writing, including working with all staff levels and diverse personalities and appropriately handling direct inquiries.
Skill in researching, evaluating, and identifying discrepancies in data.
Skill in using PC-based word processing, spreadsheet, and database applications, project management, and presentation software.
Ability to use initiative and independent judgment.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

Work is generally performed in an office environment in which there is only minimal exposure to unpleasant and/or hazardous working conditions. This position works with multiple project timelines and is responsible for managing processes to support the entire organization.

Incumbent must be able to stand and sit frequently throughout an eight-hour period, reach vertically for overhead use and horizontally. Must be able to use a telephone or headset equipment. Incumbents must be able to lift and move material weighing up to 20 lbs., perform work at a computer terminal for 6-8 hours a day, and function in an environment with constant interruptions.

Reasonable accommodation may be made to enable individuals with disability to perform the essential functions as previously described.

WORK AUTHORIZATION

Visa sponsorship is not available for this position. All applicants must be currently authorized to work in the United States.

Mobility Status:

As an Onsite position, the incumbent’s primary workplace is a CapMetro facility or field location. Expected to work in the office 4+ days a week. Mobility status is subject to change at any time based on business needs or organizational decisions.

SECURITY SENSITIVE POSITION

This position has been identified as a “Security Sensitive” position. CapMetro will conduct annual background checks on incumbents in this position. A position is “Security Sensitive” if the incumbent handles currency, has access to sensitive computerized databases, has access to master keys, or works in an area of CapMetro that has been designated as a security-sensitive area.

About Us

CapMetro is Austin's regional public transportation provider. We’ve been around since 1985 and work every day to give residents, commuters, and visitors the best possible transit options available to match their busy everyday lives.

We’re always on the move, connecting people with jobs, schools, restaurants, shops, festivals, and other great places to hang out. In fact, we have more than 31 million boardings each year.

About the Team

At CapMetro, we work to empower, enhance, and serve the region and its communities through the responsible delivery of safe, reliable, high-quality transportation. We are driven by a culture ofSafety, Equity, Transparency, Sustainability, and Innovation. These values guide us in our daily activities, and decision-making and position us to be a great community partner and to better serve our riders who trust us to get them where they’re going!

WHAT’S IN IT FOR YOU

Work with a diverse, collaborative, and energetic workforce whose focus is to bring innovation into the industry and how we serve our customers and team members.
Utilize our free and reduced-fare transit service to get to the office and then plan to hit the gym (for free) and work with our onsite trainers, before heading back home.
If you have children between the ages of 6 months and 6 years old, enroll them in the onsite award-winning Childcare and Learning Center.

…and much more!

COMMITMENT TO EQUAL EMPLOYMENT OPPORTUNITY

CapMetro is an equal employment opportunity employer and committed to creating a welcoming environment for all employees. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, pregnancy, age, or any other protected characteristic as outlined by federal, state, or local laws. CapMetro makes hiring decisions based solely on qualifications, merit, and organization needs at the time.

Job Info