Executive Assistant (Planning & Development)

Trans Dist Comm of Hampton Rds; Chesapeake (VA); On-site; USD 45,000 - 60,000; Full time

Job summary

Trans Dist Comm of Hampton Rds is seeking an energetic individual for a full-time administrative support position in the Planning and Development Department. Responsibilities include coordinating activities, managing departmental files, and preparing reports.

Ideal candidates will have strong administrative skills, experience in a technical environment, and proficiency in Microsoft Office applications. This is a non-exempt position with an hourly wage range of $21.89 – $27.37.

Qualifications

• Seven years of progressive experience in a similar technical administrative role.
• Valid Driver’s License required.
• Ability to conduct studies and research with minimal supervision.

Responsibilities

• Coordinate administrative activities for the Planning and Development Department.
• Prepare monthly Bank of America statements for reimbursements.
• Assist with preparing the department’s annual budget.

Skills

Strong knowledge of administrative functions

Excellent coordination and people skills

Strong written and spoken communication skills

Proficiency in Microsoft Office and Teams

Education

Two-year degree or valid certificate in Business Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft SharePoint

Microsoft Teams

365 Dynamics

Job description

Job Summary

Hampton Roads Transit is looking for dynamic, customer‑service oriented, and energetic people to join a committed team that provides excellent and effective public transportation to the Hampton Roads region. This is a full‑time, non‑exempt administrative support position in the Planning and Development Department. The hourly wage range is $21.89 – $27.37.

Essential Job Functions

• Coordinate administrative activities and resources for the entire Planning and Development Department.
• Ensure department‑wide coverage and consistency in managing administrative resources and processes.
• Collect, organize, record, and verify accuracy of data and information for the department.
• Prepare monthly Bank of America statements for charges on company issued 'P' card and travel charge card; ensure reimbursement requests comply with Finance Policies.
• Maintain departmental policy and procedure documents in compliance with Records Management annual requirements.
• Coordinate and track staff assignments with the Chief Planning and Development Officer.
• Assist the Manager of the Customer Relations Division to ensure effective, documented communication when responding to customer service issues/complaints.
• Coordinate with HRT personnel and external agencies for scheduling meetings and activities and maintain a database of contacts.
• Prepare reports and correspondence related to technical and administrative activities under direction of the Chief Officer.
• Arrange travel, including tickets and itineraries, for P&D staff, ensuring compliance with HRT travel policies.
• Prepare purchase requisitions in D365 for professional services and for the CEO upon request.
• Maintain comprehensive calendar of internal and external activities for departmental leadership.
• Conduct research, compile and review reports, and support the Chief Officer in preparing the department’s annual budget and tracking expenses.
• Obtain familiarity with federal and state guidance related to Planning & Development activities.
• Assemble briefing binders for Semi‑Annual FTA Region III meetings and handle meeting logistics, minutes and follow‑up action items.
• Maintain office supplies inventory and reorder when low.
• Prepare annual Transportation Service Plan letters for six member cities in compliance with the Cost Allocation Agreement.
• Maintain department document control and file code systems for all project documentation.
• Coordinate and lead regularly scheduled meetings with office support staff on policy implementation, budget tracking and record keeping.
• Develop material for official responses to agency inquiries; research, assemble, edit, and summarize information for administrative action.
• Act as the administrative staff for the Planning and New Starts Development Committee; record minutes of meetings.
• Collect and distribute internal and external mail; manage departmental file and reference system.
• Answer and refer calls and manage records created and received in compliance with HRT Records Management Policies.

Required Knowledge, Abilities and Skills

• Strong knowledge of administrative functions within a technical environment.
• Ability to conduct studies and research with minimal supervision.
• Excellent coordination and people skills; establish and maintain good working relationships with management, staff, commission members, elected officials, government agencies and external organizations.
• Understanding of organizational functions, policies and procedures and the ability to apply them.
• Proficiency with office equipment: personal computers, office software, fax and copy machines.
• Skill in entering, organizing and retrieving data using spreadsheets and databases, preparing reports, presentations and correspondence using Word, PowerPoint and other software.
• Strong written and spoken communication skills, including grammar and spelling; ability to screen own work and that of others.
• Good telephone etiquette and professional presence.

Records Coordination Responsibilities

• Organize and maintain departmental files in accordance with HRT Records Management Policies and Procedures.
• Prepare documents for imaging, designate file code information and forward to Records Management.
• Maintain, archive and dispose of records in line with HRT Records Retention and Disposition Schedules.
• Attend training sessions and provide information to department members on records management.

Required Software Knowledge

• Proficiency in Microsoft Teams, SharePoint and 365 Dynamics.
• Basic problem‑solving skills related to software applications used in the role.
• Proficiency in Microsoft Word, Outlook, Excel and PowerPoint.

Safety Responsibility

Perform all job duties in a safe manner to protect oneself, colleagues and the public; promote safety awareness and follow safety procedures and policies.

Training and Education

• Two‑year degree or valid certificate in Business Administration is desirable.
• Strong communication skills, both oral and written, with sufficient command of English.
• Ability to review technical documents, interpret and organize data and information.

Experience

• Seven years of progressive experience in a similar technical administrative role is advantageous.
• Any combination of education, training and experience that provides the required knowledge, abilities and skills may be substituted.

Licenses or Certificates

• Valid Driver’s License required.
• A Virginia Driver’s License must be obtained within 60 days of hire when the applicant’s current state of residence is not Virginia.

Special Requirements

This position is classified as non‑essential personnel.

Physical and Work Demands

• Must meet the described physical demands; reasonable accommodations can be made.
• Work may involve some seasonal overtime, occasional evenings or weekends.

Equal Employment Opportunity

HRT is proud to be an Equal Opportunity Employer. If you need reasonable accommodations to complete the HRT employment application and/or the interview, contact HRT Human Resources at (757)222‑6000 or email [e-mail].