Metro is seeking an Executive Assistant that can provide high-level administrative and support duties of a responsible and confidential nature for members of the Executive Leadership Team. This position will report to the Chief Operating Officer and Chief Human Resources Officer.
JOB DUTIES
Manage and maintain executive's schedule, manage calendars and/or arrange appointments, pro-actively address meeting conflicts, including facilities, to ensure efficient daily operations.
Answer executive's phone, monitor voice mail and email and forward messages/emails/issues 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.
Open, sort, and distribute incoming correspondence, including 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.
Type, format, proofread, and edit correspondence and other documents.
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.
Assure 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.
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.
Other duties as assigned.
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.
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.
Five or more years related experience; preferably three years at the C suite level.
Computer Skills
Working knowledge of word processing, spreadsheets, presentation applications, database management, procurement/inventory system, internet, and email. Knowledge of Microsoft 365 a plus.
Equal employment opportunity, including veterans and individuals with disabilities.
