Executive Assistant 3

DART (Dallas Area Rapid Transit); Dallas (TX); On-site; USD 51,000 - 84,000; Full time

Job summary

DART (Dallas Area Rapid Transit) is seeking an experienced Administrative Assistant to the EVP and CFO in Dallas. You will provide high-level support, manage calendars, coordinate meetings, travel, and prepare briefing materials while safeguarding confidential information.

The role requires a Bachelor's degree in Business Administration or related field and 3 years in executive administration. Strong written communication, data handling, and teamwork are essential for shaping the executive

Qualifications

• Bachelor's degree in business admin, finance, or related field.
• 3 years of experience managing complex administrative matters in an executive environment.
• Excellent transcription and meeting minutes skills.
• Proficient with Word, Excel, and PowerPoint.
• Strong time management and prioritization abilities.

Responsibilities

• Supports EVP in administrative and clerical functions, handling sensitive information.
• Acts as liaison between EVP, Senior Management, Board, and public.
• Performs research, manages data, reviews documents, and conducts analyses.
• Prepares and edits correspondence, memos, and reports.
• Reviews Board Memorandums and ensures timely responses.
• Coordinates and records executive meetings and travel arrangements.
• Assists with department budget development and monitoring.

Skills

Executive support

Calendar management

Travel arrangements

Research and analysis

Communication

Team collaboration

Document preparation

Education

Bachelor's degree in Business Administration, Finance or related field

Tools

MS Word

Excel

PowerPoint

Job description

Pay Range:

$50,822.00 - $83,855.00

Supervisory Organization:

EVP and Chief Financial Officer

Country:

United States of America

Address:

1401 PACIFIC AVE

City:

DALLAS, TX 75202

FLSA:

Non - Exempt

Professionals:

06 - Admin Support (EEO-4-United States of America), 6A - Secretaries and Administrative Assistants (EEO-SubCategory)

General Summary:

Under the direction of the Executive Vice President, provides high-level administrative support to the EVP by communicating, organizing, and using judgement and teamwork skills that will help shape a positive image for the department and the agency. Duties may involve dealing with sensitive information of a highly confidential nature requiring exceptional judgement, discretion, tact, and diplomacy. Responsibilities require a broad and comprehensive level of experience, skills, and knowledge of the duties of an Executive Assistant.

Essential Duties and Responsibilities:

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Supports the Executive Vice President in administrative and clerical functions which may require involvement with sensitive information of a highly confidential nature.
• As required, acts as liaison between the Executive Vice President , Senior Management, Board of Directors, and the public.
• Performs complex research, manages data, reviews documents, and conducts special studies and analyses.
• Composes, prepares, and edits a variety of correspondence, documents, memos, and reports. Reponds to information requests, including those of a confidential or sensitive nature relating to the Executive Vice President and the Agency.
• Reviews and directs action on Board Memorandums and Requests and other inquiries to ensure timely and appropriate responses. Monitors the Agenda Reports for the department.
• Pursues resolution of major, complex issues through professional experience and knowledge, as well as consensus building techniques through interaction with the Executive and Senior Management Teams.
• Develops training for department administrative assistants in accordance with established policies, procedures, and guidelines.
• Ensures activities of the office of the Executive Vice President adhere to the Agency policies, procedures, and proper protocol.
• Ensures timeliness and responsiveness of matters requiring the Executive Vice Presidents approval.
• Coordinates and participates in weekly Direct Reports meetings and Staff Quarterly meetings. Coordinates and arranges bi-weekly, one-on-one meetings with the Senior Management Team. Records and reproduces/transcribes executive staff meeting minutes.
• Receives visitors and guests. Is responsible for the master calendar and makes travel arrangement for the EVP. Reviews travel requests and expense reports prior to submission to the EVP for approval.
• Prepares briefing papers, presentations, and other materials for Board, Executive, and Senior Management Teams.
• Assists with the development, preparation, and monitoring of the department budget. Participates in the budget review process and prepares budget reports.
• Performs other related duties as assigned.

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

Note: An equivalent combination of related education and experience may be substituted for the below stated minimums excluding High School Diploma, GED, Licenses, or Certifications.

• Bachelor's degree from an accredited college or university in Business Administration, Finance or related field.
• Three (3) years related experience managing highly complex, technical, and sensitive administrative matters to include one (1) year working in an executive level environment.
• Demonstrated ability to transcribe or compile staff meeting minutes into a professional format for management review.
• Excellent computer skills and knowledge of software programs such as Word, excel and powerpoint.
• Ability to use his/her time effectively and efficiently; concentrates his/her efforts on the more important priorities.
• Ability to use rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers.
• Ability to be action oriented and full of energy for the things he/she sees as challenging; not fearful of acting with a minimum of planning.
• Ability to be dedicated to meeting the expectations and requirements of internal and external customers; establishes and maintains effective relationships with customers and gains their trust and respect.
• Ability to figure out the processes as necessary to get things done; knows how to organize people and activities; understands how to separate and combine tasks into efficient workflows.
• Ability to write clearly and succinctly in a variety of communication settings and styles; can get messages across that have the desired effect.

WORKING CONDITIONS:

Works in an environment where there is minimum exposure to dust, noise, or temperature. May be moderately exposed to unpleasant working conditions to include dust, noise, temperature, weather, petroleum products, and chemicals while visiting DART's operating facilities, assuming incumbent is observing all policies and procedures, safety precautions and regulations, and using all protective clothing and devices provided.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. The statements are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All employees may perform other duties as assigned.

DART is proud to be an Equal Employment Opportunity Employer, supporting diversity in the workplace. M/F/D/V

Open until qualified applicants are identified.