Executive Admin to the Deputy CEO | Full-Time, High-Impact

Theuniversityunion; Ann Arbor (MI); On-site; USD 37,000 - 52,000; Full time

Job summary

Ann Arbor Area Transportation Authority is seeking an Executive Administrative Assistant to provide executive-level support to the Deputy CEO, Finance and Administration and to manage the office effectively.

The role requires coordinating schedules, preparing meeting materials, recording minutes, and handling confidential information with discretion. Strong MS Office and communication skills are essential; some evening work for Board meetings is expected.

Qualifications

• Certificate or Associates Degree in Business Administration or Office Management or equivalent combination of education and experience.
• Three to five years’ administrative experience working at the executive management level.
• Proficiency with the MS Office Suite and Adobe Acrobat; sound knowledge of administrative and general office procedures.
• Knowledge of drafting meeting agendas, recording, transcribing, maintaining action lists and documenting meeting minutes.
• Excellent communications skills, both verbal and written.
• Ability to recognize and deal with matters of a confidential nature in a discrete and professional manner.
• Excellent organization skills with the ability to work under pressure and within strict timelines.
• Ability to work independently with minimum supervision.
• Ability to work and participate effectively within a team environment.
• Ability to work evenings to attend Board of Director meetings and other meetings/events.

Responsibilities

• Provide executive-level administrative assistance to the Deputy CEO, Finance and Administration.
• Ensure that the DCEO is aware of and prepared for daily requirements, and that office functions and communications are effective and timely.
• Manage the DCEO’s schedule, arranging appointments and ensuring time is well-organized and efficiently used.
• Coordinate, schedule, attend, and participate in meetings called for by the DCEO. Prepare meeting materials (agendas, briefings, background, etc.) and ensure proper record-keeping. Record, transcribe, and distribute meeting minutes for internal/external meetings and committees.
• Maintain a system to ensure all necessary and appropriate information is on-hand for meetings. Review meeting agendas, minutes, action items and outstanding inquiries to ensure action items are handled promptly.
• Manage the DCEO’s expense records, registrations, travel accommodations, as needed.
• Screen, prioritize, and action incoming email, phone, faxes and mail. Take initiative to provide draft responses.
• Ensure effective organization and responsiveness for the Executive Office:
• Coordinate with Deputy CEOs, Board members, department heads, and outside stakeholders to ensure accurate and timely communications from the CEO’s office.
• Manage procedures for gaining CEO approvals. Proofread information received for CEO’s signature/approval, ensuring compliance with department and corporate standards, policies and guidelines.
• Perform general clerical duties including typing, filing, and mailing.

Skills

Administrative support

Communications

Organization

Teamwork

Independence

Evening availability

Discretion

Education

Associate degree in Business Administration

Tools

MS Office

Adobe Acrobat

Job description

Ann Arbor Area Transportation Authority is seeking an Executive Administrative Assistant to provide executive-level support to the Deputy CEO, Finance and Administration and to manage the office effectively.

The role requires coordinating schedules, preparing meeting materials, recording minutes, and handling confidential information with discretion. Strong MS Office and communication skills are essential; some evening work for Board meetings is expected.