Executive Assistant & Board Administrator

Connect Transit; Normal (IL); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

Paid time off

Tuition reimbursement

Job summary

Connect Transit is seeking an experienced Executive Assistant & Board Administrator to provide confidential support to the CEO and COO and to serve as the primary liaison to the Board of Trustees. The role covers executive operations, board administration, and coordination of key organizational activities.

The position requires discretion, strong organizational skills, and political awareness to manage priorities and sensitive information while supporting governance and leadership.

Qualifications

• Experience supporting senior leadership and a governing board.
• Ability to handle confidential information with discretion.
• Proven organizational and calendar-management skills.
• Experience in a public sector or regulated environment is preferred.

Responsibilities

• Provide high-level administrative support to the CEO, COO, and Board of Trustees.
• Edit and prepare executive correspondence, agendas, reports, and policies.
• Coordinate meetings, travel, and follow-up actions with stakeholders.
• Support special projects requiring independent judgment and coordination.
• Maintain Records Retention and governance documentation.
• Serve as Board Administrator, managing calendars, packets, and minutes.

Skills

Executive support

Board governance support

Calendar management

Communication

Discretion

Education

High School diploma or equivalent

3 years administrative experience

Public sector experience

Tools

Microsoft Office Suite

SharePoint

Office software

Job description

Connect Transit is the primary public transit system serving Bloomington-Normal and McLean County, committed to providing safe, reliable transportation that enriches lives and strengthens the community. We value collaboration, integrity, and excellence in service. Our dedicated team works to ensure that all residents and visitors have convenient access to affordable transit options, supporting economic growth and fostering a sense of connection throughout the region. By continually investing in innovative technology, modern vehicles, and customer-focused initiatives, Connect Transit strives to improve mobility and enhance the overall quality of life for everyone in the community.

About the Role

The Executive Assistant & Board Administrator provides high-level, confidential support to the Chief Executive Officer and Chief Operating Officer while serving as the primary administrative liaison to the Board of Trustees. This role supports executive operations, Board administration, official records, and coordination of key organizational activities.

The position requires exceptional organization, discretion, judgment, and political awareness, with the ability to manage competing priorities and sensitive information while supporting effective executive leadership and organizational governance.

Essential Duties

• Provide high-level administrative support to the Chief Executive Officer and Chief Operating Officer, including complex calendar management, coordination of priorities, and sensitive internal and external communications.
• Prepare and edit executive correspondence, presentations, agendas, policies, memos, letters, reports, and other professional materials, translating verbal direction and high-level concepts into polished work products.
• Coordinate executive meetings and engagements, including scheduling, logistics, briefing materials, travel arrangements, expense documentation, and tracking of decisions and follow-up actions.
• Support special projects, research initiatives, and other executive-level administrative needs requiring discretion, independent judgment, and coordination across the organization.
• Serve as the Agency's Records Retention Specialist andmaintainorganized electronic and physical records to support legal requirements, efficient retrieval, and organizational continuity.
• Serve as Board Administrator for the seven-member Board of Trustees, coordinating annual calendars, meetings, public notices, agendas, Board packets, and related governance documentation.
• Serve as a primary administrative liaison between executive leadership, the Board Chair, Vice Chair, Trustees, and Board committees, ensuringtimelyand professional communication and coordination.
• Attend Board and committee meetings andmaintainofficial minutes, resolutions, ordinances, and related records; track Board-directed follow-up and action items.
• Maintain Board training, certification, compliance, and public-facing Board information and records
• Perform other duties as assigned.

Minimum Qualifications

Education and Experience

• High School diploma or equivalent required; college coursework preferred.
• Minimum of 3 years of progressively responsible administrative experience supporting senior leadership.
• Experience supporting a governing board or public body ishighly preferred.
• Experience in a public sector or regulated environment preferred.
• Equivalent combination of education and/or experience may be considered.

Knowledge& Skills

• Executive-level administrative practices, calendar management, and meeting coordination.
• Governance processes, Board administration, and records management.
• Proficiencywith Microsoft Office Suite, SharePoint, and modern office software.
• Exceptional professional written and verbal communication skills.
• Ability to exercise discretion, sound judgment, and professionalism when handling confidential or sensitive information.
• Strong organizational skills, attention to detail, and ability to manage competing priorities and deadlines.
• Ability to work effectively with executive leadership, Board members, employees, and external stakeholders.

Physical & Work Environment

• Ability to lift and carry up to25pounds andoperatestandard office equipment.
• Primarilyindoor officeenvironment.
• Occasional business travel may berequired.

Benefits

• 100% employee health insurance premiums paid; 65% dependent premiums paid.
• Dental, Vision, and Life insurance.
• Paid time off and holidays.
• Retirement plan with 5% employer contribution.
• Tuition reimbursement.

Connect Transit is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. This commitment applies to all aspects of employment, including recruitment, hiring, compensation, promotion, and professional development.

Connect Transit is an EEO/AA employer (Minorities/Females/Vet/Disability).