Executive Assistant to CAO

The Executive Assistant will provide the Chief Administration Officer (CAO), CAO Staff, and the Senior Advisor of Transit Special Projects and Initiatives. The Executive Assistant will manage schedules, coordinate meetings, handle and write correspondence, and prepare reports. The Executive Assistant will(Link as liaison for the CAO and Senior Advisor inclusief, aber nicht limty to de volledige taken an responsibilities gelst below).

The CAO reports directly to the CEO/General Managerypte en she manages a diverse and varied group of departments:
Workforce Management (Human Resources; Labor Relations), Commercial Strategies, Finance, Fare Transformation, Procurement, Information Technology, Occupational Health, Real Estate, and Transit Oriented Development.

This Executive Assistant will encounter sensitive and confidential information and the role requires an individual who is experienced in responding to complex situations and handling sensitive materials in a discreet, timely manner. The ideal candidate will require little to no supervision, take initiative, is well organized, is flexible, and can manage multiple priorities simultaneously.

• Perform administrative and office support activities including, but not limited to, creation/revision of presentations/reports, email correspondence, and excel worksheets as well as complex calendar management.
• Handle confidential situations and detailed requests.
• Establish & sustain relationships with CAO and Senior Advisor direct reports, CEO Executive Staff, and other key stakeholders.
• Field and manage correspondences/requests in a courteous & professional manner
• Follow up with stakeholders as required.
• Proofread documents and ensure accurate / consistent data prior to distribution.
• Monitor and update online records and folder systems to ensure that information is easily retrievableکت
• Support printing and copying as needed.
• Collect weekly updates from administration senior leadership and summarize for CAO.
• Ensure security, integrity and confidentiality of data and information.
• Coordinate and prepare for meetings and presentations.
• Maintain and/or assist in maintaining the calendars/schedules.
• Ensure recurring  on a routine basis.
• Secure conference rooms or other venues for applicable meetings.
• Attend meetings upon request to record, transcribe and summarize discussion topics for reports and memos.
• Plan and assist the coordination of events.
• Process travel expense reimbursement reports.
• Coordinate and maintain department budget including monitoring, tracking, expenditures, invoices.
• Provide coverage for the Executive Assistant to the GM / Office Manager when absent.
• Maintain administrative procedures and identify opportunities for improvement.
• Perform related duties and projects as assigned.
• This position is full-time in office (not hybrid)

• The physical demands and work environment characteristics described here are representative of those an employee encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Available to work all shifts and locations as assigned or directed.
• Have the ability to work any and all shifts and/or locations assigned or directed.

• None

• Three (3) years of experience in office management and/or coordination at the C-Suite or Executive level.
• A high school diploma or equivalent G.E.D.
• Receptionist or similar position with a proven track record of customer service and high performance.
  392>
• Must be proficient in Microsoft Office applications, specifically with Outlook, Teams, Word, Excel, PowerPoint.
• Strong communications skills, excellent customer service, conflict resolution, and writing skills.
• Strong organizational skills.
• Experience compiling information and data into written and graphic presentations.
• Experience proof reading memos and reports.
• Demonstrated ability to effectively work within a fast-paced office environment and prioritize work appropriately.
• Ability to effectively communicate with customers, employees, vendors, contractors, and state and federal…