Executive Secretary To The Board

Title:

Executive Secretary to the Board

Department:

NJTPA

Reports To:

Director Communications & Public Affairs

Position Type:

Staff

Position Summary:

Under the supervision of the Director of Public Affairs, the Executive Secretary to the Board provides administrative and logistical support to the NJTPA Board of Trustees and its committees, including coordinating the meeting preparation process, drafting meeting minutes and reports, maintaining contact lists, compiling, and distributing meeting packages, and all other related tasks. Meeting formats include virtual, in-person and hybrid. Applicants should be comfortable working in all these settings. This position also assists in maintaining the NJTPA's website, distributes electronic mailings, and performs related tasks.

Essential Functions:

• Provide administrative and logistical support to the NJTPA Board of Trustees, and its committees in coordination with senior staff at the NJTPA.

• Schedule committee meetings, compile meeting agendas, edit resolutions and supporting documents gathered from various departments, organize the agenda packages, and distribute materials on a timely basis.

• Serve as the clerk of the Board of Trustees and its committees, conducting rollcall votes and other duties during the meetings and preparing concise minutes.

• Draft reports for committee chairs, highlighting activities of their respective committees to the Board of Trustees.

• Maintain the official roster and mailing list of NJTPA Board and Committee members and assist staff in communicating with these members when necessary. Maintain other contact lists, including Mailchimp e-list.

• Distribute meeting information, documents, and NJTPA-related news via email and Mailchimp-based distribution lists.

• Maintain a searchable archive of all NJTPA Board agenda, minutes, resolutions, etc.

Additional Functions:

• As needed, assist with website content, including posting calendar items, updating pages, and sharing transportation news articles.

• Performs other duties as assigned.

Prerequisite Qualifications:

• Degree from an accredited college or university.

• 2-3 years related experience providing administrative support to a Board, governing body, or similar organization.

• Demonstrated relevant writing, editing, and organizational skills.

• Knowledge of MS Office Suite - particularly, Word, Outlook, SharePoint, and Teams.

• At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

Preferred Qualifications:

• Familiarity with Roberts Rules of Order and the Open Public Meetings Act.

• Experience using Zoom and other virtual meeting platforms.

• Familiarity with website functioning and/or experience with basic website administration.

• Interest in/familiarity with transportation and/or urban planning.

Bargaining Unit:

PSA

Range/Band:

23

FLSA:

Exempt

Full-Time