Executive Assistant - GM

TriMet; Portland (OR); On-site; USD 54,000 - 80,000; Full time

Job summary

TriMet in Portland, OR seeks an Executive Assistant to provide high-level administrative support to the General Manager and executive team. The role involves managing calendars, coordinating meetings, preparing correspondence, and tracking action items with discretion.

You will coordinate travel, handle confidential information, interact with public offices, and assist with budget monitoring and reporting. This on-site position requires a Bachelor's degree and multiple years of relevant

Qualifications

• Bachelor's degree required; Business or Public Administration preferred.
• Four+ years of progressively responsible executive administrative experience required.
• Experience in organizations with union and non-union employees preferred.

Responsibilities

• Provides administrative support for General Manager, managing calendars and coordinating meetings and travel.
• Interfaces with high level internal and external contacts, prepares sensitive correspondence with discretion.
• Serves on committees, distributes meeting minutes, agendas, and materials for various groups.
• Prepares reports, presentations, and data analyses; develops charts and schedules from rough copy.
• Maintains budgets, reviews invoices, and uses Oracle for data and monthly monitoring.

Skills

Executive support

Calendar management

Meeting coordination

Communication

Education

Bachelor's Degree in Business

Bachelor's Degree in Public Administration

Tools

Oracle System

Job description

The Executive Assistant works to provide high-level executive administrative support and acts as a primary point of contact for the General Manager (GM). This role manages and coordinates administrative matters for the Office of the General Manager. Additionally, the Executive Assistant provides a high level of executive support to the Executive team, including adept meeting facilitation and tracking action items. They handle a wide variety of confidential situations. This role also interacts with the public on matters related to the GM's office including tracking responses and maintaining public records.

This role requires being onsite five (5) days per week.

Ensure a commitment to safety and regulatory compliance through effective leadership, training, role modeling and implementing practices that demonstrate safety is a fundamental value and a priority in all aspects of work.

Serve as a good steward of TriMet by regularly utilizing our transit system to maintain a strong and current understanding of customers’ experiences and of TriMet’s product and service offerings.

1. Provides administrative support for General Manager (GM), including managing a dynamic, multifaceted calendaring schedule in a fast-paced environment. Maintains the department calendar and a longer-term strategic calendar of major upcoming events, travel, and forward thinking priorities. Schedules, communicates, and coordinates on-site and off-site meetings with key internal and external contacts, including logistics of outside entities such as food service. Coordinate all Executive Team meetings and retreats. Screens telephone calls, prioritizes mail, responds to all invitations and follows up by written correspondence or call. Monitors emails and flags pertinent messages to ensure timely responses are provided. Independently responds to questions and inquiries, and explains policies and procedures.
2. Interfaces with high level internal and external contacts. Prepares detailed and sensitive correspondence and inquires, and provides communication on behalf of the GM or to external inquiries, requiring considerable discretion and initiative.
3. As the organization's representative, serves on a variety of committees, task forces and advisory groups. Generates and distributes meeting minutes, agendas, and other appropriate information and materials for these various groups, which may include staff, leadership team, political constituents, community leaders, media, vendors, and customers.
4. Prepares correspondence, letters, reports, oral and written communications, memoranda, agendas, presentations, and statistical documents. Develops charts, graphs, and schedules from rough copy. May require researching background material, and compiling and analyzing data.
5. Works closely with the GM to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a barometer having a sense for the issues taking place in the environment and keeping the GM updated. Anticipates GM needs in advance of meetings, conferences etc.
6. Coordinates travel for GM on out-of-town meetings. Travels with GM to regional events and ensures appointment times and schedule are adhered to. Coordinates travel arrangements and accommodations as needed. Prepares and submits travel authorizations and expense reports. Establishes and maintains the appropriate protocol required for politically sensitive meetings.
7. Maintains extensive electronic filling systems related to critical, confidential TriMet matters including labor issues, contracts, schedules, legal, and financial matters. Coordinates the signature routing of internal documents.
8. Establishes good working relationships with various public offices, including the Governor's office, legislators, federal officials, and local jurisdictions. Works with the Executive Team to coordinate the GM's office outreach activities, follows up on contacts made by the GM to cultivate agency contacts.
9. Maintains Executive Team Meeting and Strategy Meeting calendar, agendas, and action item lists, ensuring seamless coordination and organization. Provides comprehensive administrative support, including preparing materials in advance for the GM and following up with the team regarding any action items to ensure timely execution and accountability.
10. Prepares, reviews, confirms and monitors budget for GM. Prepares and reviews monthly variance reports, reviews and approves invoices. Provides explanation for variances. Utilizes Oracle System to gather data and monthly monitoring to stay within budget.
11. Act as the backup for the General Manager's Senior Executive Assistant.

A minimum of a Bachelor's Degree is required.

A Bachelor's Degree in Business or Public Administration is preferred.

A minimum of four (4) years total credited experience is required.*

Four (4) years of experience in progressively responsible executive administrative positions are required.

One (1) year of experience in organizations comprised of union and non-union employees is preferred.

Or any equivalent combination of training or experience.

*The amount of credit a candidate receives for prior years of experience is based on the relevancy of that experience to the required or preferred prerequisites of the job description. Experience is prorated based on hours worked. LRHR assigns and validates the "credited experience".

Type of Position / Grade / FLSA

Grade 13, Non-Exempt, Non-Union, Full-Time.

Salary Range

Minimum: $38.92/hour

Maximum: $58.38/hour

Salary offers will be determined by a candidate's education, training and relevant experience. A complete work history will be required for this purpose at the time of offer; any omitted work history will not be considered after hire. Any final offer of employment will fall within the range stated above. For transparency, we choose to list the full available grade range, however, TriMet's salary administration process will ultimately determine the final salary offered.

Selection Process

Candidates will be selected based at a minimum on the result of:

1. Application Review (an up-to-date resume is required)
2. Panel Interview
3. Education Verification

Supplemental Information

Make sure you describe in detail how your education, training and work experience fit with this role. You are encouraged to attach a resume, cover letter, training certificates and/or letters of recommendation with your application. You are permitted five attachments of less than 5MB each.

Internal applicants: Information in your personnel file will not be used in lieu of information requested on your application. Incomplete applications will not be considered.

If you are a qualified veteran and would like to apply for veterans' preference points, you will need to reflect your status on the application and attach supporting documentation at the time of application submission.

If you need accommodation under the Americans with Disabilities Act for any part of the application process, contact our Human Resources staff at 503-962-7505, or the TTY line at 7-1-1. Note that we require a minimum of two workdays' notice prior to the need for accommodation.

TriMet is an equal opportunity employer, committed to developing an organization that is reflective of and sensitive to the needs of the diverse community we serve, including veterans, the elderly, and individuals with disabilities.

ADA Statement

As applied to the workplace, applicants and employees must be qualified to perform the essential functions of the job with or without reasonable accommodation. Essential functions may include required job functions performed infrequently as well as production standards related to the quality and quantity of work. If a person with a disability could meet job qualifications with a reasonable accommodation, TriMet will work with the employee to accommodate the need. If TriMet's accommodation is effective in allowing the employee to perform the essential functions of the job, it need not be the employee's preferred accommodation.