Administrator, Executive Office & Board Relations

CapMetro; Austin (TX); On-site; USD 90,000 - 130,000; Full time

Job summary

CapMetro in Austin, TX seeks an Administrator for the Executive Office & Board Relations who will support the President & CEO and coordinate Board activities.

Responsibilities include managing calendars and travel, handling confidential information, preparing materials for governance matters, and serving as a liaison to Board Committees and executive staff.

Qualifications

• Bachelor's degree in a related field.
• Six years of progressive experience including four in executive-level admin, governance, or senior staff support.
• Experience coordinating meetings and handling confidential information.

Responsibilities

• Manage the President & CEO's calendar and travel arrangements.
• Support and coordinate CapMetro Board meetings and committees.
• Respond to public information requests and manage confidential information.
• Liaise between CapMetro Executive Team and the Board.

Skills

Executive support

Meeting coordination

Stakeholder communication

Discretion/confidentiality

Public sector knowledge

Written communication

Project management

Education

Bachelor's degree in related field

Tools

PC-based word processing

Spreadsheet

Database applications

Presentation software

Project management software

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.

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.

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.