Senior Executive Assistant

Cincinnati Metro; Cincinnati (OH); On-site; USD 70,000 - 100,000; Full time

Job summary

Cincinnati Metro is seeking a Senior Executive Assistant to provide high-level administrative support to the CEO, COS, and Deputy Innovation and Vision Officer. The role covers calendar management, correspondence handling, travel planning, and meeting coordination.

The successful candidate will exhibit strong communication, discretion, and organizational skills, with experience supporting C-suite leaders and managing sensitive information in a fast-paced environment.

Qualifications

• Seven or more years of related experience.
• Strong written and verbal communication skills.
• Ability to manage complex calendars and travel arrangements.
• Confidential, professional demeanor with executives.

Responsibilities

• Manage calendars and appointments for executives.
• Prepare reports, invoices and correspondence.
• Coordinate meetings, take minutes, and distribute agendas.
• Arrange travel and coordinate events as needed.
• Maintain organized files and confidential information.

Skills

Communications

Customer Focus

Leadership

Professional Integrity

Proficiency

Education

Associate’s degree or bachelor’s degree preferred

Job description

POSITION SUMMARY:

Metro is seeking a Senior Executive Assistant to provide high-level administrative and general support duties of a responsible and confidential nature for the Chief Executive Officer (CEO), Chief of Staff (COS) and Deputy Innovation and Vision Officer.

ESSENTIAL FUNCTIONS:

• Manage and maintain schedules, manage calendars and/or arrange appointments.
• Answer the phone, monitor voice mail and email and forward messages/emails/complaints to appropriate department/staff members.
• Generate, review, process and maintain invoices, reports, memos, letters and/or other documents, using word processing, spreadsheet, database, or presentation software.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Type, format, proofread, and edit correspondence and other documents.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Greet visitors and determine whether they should be given access to specific individuals.
• Oversee the coordination and planning of assigned projects or events through completion.
• Make travel arrangements as needed.
• Assist in the development of strategies to meet or exceed organizational and department performance goals and objectives.
• Conduct and/or assist with research, analyze information, compile data, and prepare papers, summaries, or reports for consideration and presentation by executives and committees.
• Ensure documents and reports have proper signatures and are distributed to the appropriate personnel.
• Gather appropriate information and develop agendas for Executive Staff meetings and other designated meetings.
• Attend meetings to record minutes as necessary.
• Compile and distribute minutes of meetings if necessary.
• Support Board Liaison activities to include writing resolutions, recording minutes, and information coordination.
• Accurately collect, analyze, prepare, and properly format/package information, including financial information, for Officer’s use for Staff, Board, or other internal meetings, or meetings with outside individuals.
• Field routine and non-routine inquiries from elected officials, business executives, civic leaders, the Board of Trustees, Metro staff, and the general public.
• Prepare and process expense reports.
• Prioritize and expediently handle requests for information or action from the Board of Trustees, elected officials, staff members, or customers with direction from the Executive at the Chief Officer level.
• Maintain a well-organized file management system legal opinion, databases, mailing and contact lists.
• Model, facilitate and encourage exemplary internal and external customer service, open communication, collaboration, participation and professional development among staff.
• Provide a positive work environment that does not discriminate based on race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty or status as a covered veteran.
• Ability to work in compliance with Metro's safety and security policies.
• Other duties as assigned.

POSITION QUALIFICATIONS:

Competency Statement(s)

• Communications - Excellent verbal, writing and non-verbal skills. Persuasive, consensus builder.
• Customer Focus - Excellent problem-solving skills and a desire to exceed customer expectations.
• Leadership - Energetic, innovative self-starter, committed to continuous improvement and creative problem-solving.
• Professional Integrity - Exhibits and values commitment, leadership, accountability, diversity, honesty, fiscal responsibility, and the ability to maximize resources.
• Proficiency - Able to multi-task, plan and measure results, create and analyze data, excellent computer skills, accuracy and attention to detail, excellent project management skills.

Education:

• Associate’s degree (two-year college) or bachelor's degree (four-year college or university) preferred or equivalent years of work experience

Experience:

• Seven or more years related experience

SKILLS & ABILITIES:

• Computer Skills
• Working knowledge of word processing, spreadsheets, presentation applications, database management, procurement/inventory system, internet, and email.

Equal Employment Opportunity Statement

Metro is an Equal Opportunity/ Affiantive Action employer. We provide equal employment opportunities to all qualified employees and applicants for employment without regard to race, religion, sex, age, marital status, national origin, sexual orientation, citizenship status, veteran status, disability or any other legally protected status. We prohibit discrimination in decisions concerning recruitment, hiring, compensation, benefits, training, termination, promotions, or any other conditions of employment or career development.