Executive Administrative Assistant

Theuniversityunion; Ann Arbor (MI); On-site; USD 56,000 - 70,000; Full time

Job summary

The Executive Administrative Assistant role at the Ann Arbor Area Transportation Authority provides executive-level administrative support to the Deputy CEO, Finance and Administration, and manages a range of office functions. The position requires handling confidential information, coordinating meetings, and ensuring timely communications with the Board of Directors and government officials.

Applicants should have an associate degree and 3–5 years of executive-level experience, with strong MS

Qualifications

• Certificate or Associates Degree in Business Administration or Office Management or equivalent combination of education and experience.
• Three to five years’ administrative experience at the executive level.
• Proficiency with MS Office Suite and Adobe Acrobat; solid knowledge of office procedures.

Responsibilities

• Provide executive-level administrative assistance to the Deputy CEO, Finance and Administration.
• Manage the DCEO’s schedule and calendar; arrange appointments and ensure efficient use of time.
• Coordinate meetings; prepare materials and minutes; ensure proper record-keeping.
• Screen and respond to emails, phone, and mail; draft responses as needed.

Skills

MS Office

Adobe Acrobat

Office procedures

Executive support

Education

Associates Degree

Tools

MS Office

Adobe Acrobat

Job description

• Base Pay $27.00 - $33.75 / Hour
• Employee Type FT NU Non-Exempt
• Required Degree 2 Year Degree

The following FULL-TIME position posting will be open through Friday, September 18, 2026:

EXECUTIVE ADMINISTRATIVE ASSISTANT

Pay Rate: $27.00/hour to $33.75/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 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.

[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.

Knowledge, Skills, and Abilities:

• 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.
• Possess and behave with the highest standards of trust, ethics, accountability, confidentiality, and discretion as privy to very confidential and sensitive information.
• Ability to portray a professional and pleasant attitude in daily work as a representative of the Executive office.

Organizational Principles & Values

Our Principles and Values reflect how we work, interact with one another, and serve our community. We expect all employees to demonstrate these values in their daily work and interactions and look for candidates who share this commitment.

• Respect: Treating one another with dignity
• Compassion: Understanding, sharing in and being sensitive to the situations of others
• Integrity: Having a moral or ethical conviction to always do what is right.
• Teamwork: collaborating for a greater good.
• Safety: keeping yourself and others away from harm
• Excellence: continuously renewing our commitment to perform well beyond set standards and expectations

Reports to:

Deputy CEO, Finance and Administration

PHYSICAL DEMANDS:

• Frequent periods of sitting and use of hands/fingers
• Occasional periods of standing, walking, reaching, squatting, kneeling, and bending.
• Ability to lift, carry, push and/or pull up to 30 pounds.

Ann Arbor Area Transportation Authority is an Equal Employment Opportunity Employer