Executive Administrative Assistant

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

• Base Pay $27.00 - $38.00 / Hour
• Employee Type FT NU Non-Exempt
• Required Degree 2 Year Degree

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 Employment Opportunity Employer

HIRING PROCESS

September 25, 2026 to October 9, 2026 - Employment Applications

• Submit an Ann Arbor Area Transportation Authority Employment Application Form online, completed in its entirety, by the posted deadline date.
• Late and/or incomplete applications will not be accepted.

After September 25, 2026 - Interviews Will Begin

• Interviews will be granted to selected qualified candidates.
• Qualified candidates selected for an interview will be notified via email.
• Applicants who are not selected for an interview will receive notification they are no longer being considered.

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.

Requirements

• 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

• 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

Summary

Come work for TheRide! We are actively seeking an Executive Administrative Assistant that will help drive TheRide into the future!