Executive Administrative Assistant

Description

The Executive Administrative Assistant provides high level administrative support to an Executive Director of a division under minimal supervision. Coordinates a broad variety of administrative processes and activities such as database, budget, and HR maintenance and reporting; communications and management of supervisor(s) and/or department's multiple calendars and events.

Reviews administrative work procedures, policies and operational methods; identifies and documents as applicable: Standard Operating Procedures; best practices; appropriate filing and audit mechanisms; financial and performance metrics reporting; and regulatory and compliance systems. Train, coordinate work of other administrative or temporary staff.

Uses initiative and an advanced knowledge of administrative skills, methods, innovation, analysis, and reasoning to choose appropriate alternatives from among pre-defined policies and procedures to complete work that includes successive steps and involves some non-routine problems and/or decisions but generally not complex.

The Executive Administrative Assistant job is distinguished from the Senior Administrative Assistant in that it provides administrative support to a division executive director and performs work under minimal supervision. Supervisor provides objectives, deadlines and specific instructions only for new, difficult, and/or unusual work.

Exercises independent judgment in a variety of complex administrative support functions. Completes majority of activities without direction and informs supervisor of on-going progress and/or potentially controversial matters.

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

Ensure a commitment to safety through consistent and professional behaviors in performance of job requirements that demonstrate safety is a fundamental value that guides all aspects of our work. Perform related duties as required.

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.

Essential Functions

• Independently responds to and composes correspondence, requiring knowledge of manager's views, philosophy, and basic understanding of technical or divisional matters. Reviews administrative work procedures, policies, and operational methods.
  
  Identifies and documents as applicable: Standard Operating Procedures; best practices; appropriate filing and audit mechanisms; financial and performance metrics reporting; and regulatory and compliance systems. Assists in the preparation of contracts.

• Creates forms, charts, tables and spreadsheets involving data manipulation from one or multiple sources; performs intermediate-level analysis, which includes basis statistics and math. Data entry of information into spreadsheets and databases. Runs reports from spreadsheets and databases.

• Approves appropriate expenses, purchases and reimbursements per division budget. Creates and maintains financial records which may include preparing forms; verifying appropriateness and accuracy of charges; processing and reconciling expenses, accounting transfers, and/or appropriation changes; updating financial transaction spreadsheets and databases.
  
  Generates summary reports and statistics. Maintain accounting balances for grants/contracts.

• Manages supervisor's and/or division calendar which may include complex scheduling arrangements involving multiple parties and conferences, travel, etc. Sets-up and cancels meetings based on knowledge of subject and attendees. Coordinates large scale and/or complex events and ensures that all logistics such as advertising, registration, speakers, travel arrangements, venues, catering, technology, etc. have been completed.

• Screens and prioritizes incoming calls; provides information via phone, e-mail, etc. May represent supervisor as directed.
  
  Responds to inquiries and may provide basic interpretation of policies and procedures. Researches information to resolve problems or issues as related to inquiries.

• Prepares and maintains files. May serve as Divisional Records Governance Liaison in accordance with TriMet's Records Governance Policy.

Position Requirements

A minimum of a H.S. Diploma/G.E.D is required.

Course work in business administration or office management is preferred.

Six (6) years of years total credited experience.*

Six (6) years of experience in a responsible administrative or secretarial position are required

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".

Selection Criteria

Type of Position / Grade / FLSA

Grade 12, Non-Exempt, Non-Union, Full-Time.

Salary Range

Minimum: $68,933.00/$33.14hr

Maximum: $103,397.00/49.71hr

Salary offers will be determined by a candidate's education, training and relevant experience. 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 (please include: Cover Letter and Resume)

2.Panel Interviews

3.Reference Check

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.