Executive Administrative Assistant

Ann Arbor Area Transportation Authority (TheRide); Ann Arbor (MI); On-site; USD 37,000 - 52,000; Full time

Job summary

The Executive Administrative Assistant at Ann Arbor Area Transportation Authority (TheRide) provides executive-level support to the DCEO, Finance and Administration, helping ensure timely, confidential operations and compliant communications.

You will manage the DCEO's calendar, coordinate meetings with the Board and external partners, prepare materials, transcribe minutes, and handle travel and expense records.

Qualifications

• Provide executive-level administrative support to the Deputy CEO, Finance and Administration.
• Manage the DCEO's schedule, travel, and expense records.
• Prepare meeting materials and ensure accurate minutes and follow-up actions.
• Coordinate communications with Board members, officials, and external stakeholders.

Responsibilities

• Provide executive-level administrative assistance to the Deputy CEO, Finance and Administration.
• Manage the DCEO's schedule and travel arrangements as needed.
• Screen incoming correspondence and draft responses for CEO approvals.
• Record, transcribe, and distribute meeting minutes; maintain meeting materials and records.

Skills

Executive support

Calendar management

Meeting coordination

Minute taking

Travel arrangements

Drafting responses

Email/phone screening

Office administration

Job description

The following FULL-TIME position posting will be open through Friday, October 9, 2026: EXECUTIVE ADMINISTRATIVE ASSISTANT Pay Rate: $27.00/hour to $38.00/hour Ann Arbor Area Transportation Authority is an Equal Opportunity Employer

JOB DESCRIPTION

The Executive Administrative Assistant is responsible for the administrative assistance to the DCEO, Finance and Administration by providing executive-level administrative support and office management. The Executive Administrative Assistant ensures that the office meets divisional and corporate expectations, timelines, standards, policies, procedures, guidelines regarding communications and paperwork, in a well-organized, effective and responsive approach. The EAA is responsible for highly confidential information and for work supporting the AAATA Board of Directors, state and federal government officials and internal AAATA executive matters.

Accountabilities and Essential Functions(1)

• 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 DCEOs 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 DCEOs 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 CEOs office.


• Manage procedures for gaining CEO approvals.


• Proofread information received for CEOs signature/approval, ensuring compliance with department and corporate standards, policies and guidelines.


• Perform general clerical duties including typing, filing, and mailing.

(1) These examples are intended merely as illustrations of the various types of work performed. Employees are required to perform other related functions as assigned. Please note duties, responsibilities and activities may change at any time with or without notice.