The following FULL-TIME position posting will be open through Tuesday, May 28, 2019:
EXECUTIVE ADMINISTRATIVE ASSISTANT Salary Range $50,000 - $70,000 Annually
This position will work primarily Monday-Friday, 8am-5pm
Evening hours will be required for monthly Board of Director meetings
Ann Arbor Area Transportation Authority is an Equal Employment Opportunity Employer
HIRING PROCESS May 14, 2019 - May 28, 2019 Employment Applications Submit an Ann Arbor Area Transportation Authority Employment Application Form (on-line or paper), completed in its entirety by the posted deadline date. Apply on-line at theride.org . Paper applications must be received in the AAATA office at 2700 S. Industrial Highway, Ann Arbor, MI 48104 by 5:00pm on the posted deadline date. Paper applications are available at the same address. Providing a resume and cover letter in addition to the application is highly recommended. Applications not completed in their entirety will not be considered. Faxed or emailed applications will not be accepted. Late and incomplete applications will not be accepted. After June 3, 2019 - Interviews Qualified candidates selected for an interview will be notified via telephone. Applicants who are not selected for an interview will receive notification they are no longer being considered. Computer Testing Candidates passing the interview phase will be scheduled for proficiency testing on the Microsoft Office programs. JOB DESCRIPTION SUMMARY/OBJECTIVE The Executive Administrative Assistant position is responsible for assisting the Chief Executive Officer (CEO) by providing executive-level administrative support and office management; ensuring the office meets divisional and corporate expectations, timelines, standards, policies, procedures, guidelines regarding communications and paperwork, in a well-organized, effective and responsive approach. The position works with highly confidential information and includes work with the AAATA Board of Directors, state and federal government officials and internal AAATA executive matters. Administratively and clerically supports the Deputy CEO, Finance and Administration as needed.
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Accountabilities and Essential Functions : Provide executive-level administrative assistance to the CEO for the purpose of ensuring that the CEO is aware of and prepared for daily requirements, and that office functions and communication are effective and timely: Manage the CEO's schedule, arranging appointments and ensuring time is well-organized and efficiently used. Coordinate, schedule, attend, and participate in meetings called for by the CEO. Prepare meeting materials (agendas, briefings, background, etc.) and ensure proper record-keeping. Record, transcribe, and distribute meeting minutes for internal/external meetings and committees. Maintain a system to ensure all necessary and appropriate information is on-hand for meetings. Review meeting agendas, minutes, action items and outstanding inquiries to ensure action items are handled promptly. Screen, prioritize and action incoming email, phone, faxes and mail. Take initiative to provide draft responses. Manage the CEO's expense records, registrations, travel accommodations, etc. Coordinate with Deputy CEOs, Board members, department heads, and outside stakeholders to ensure accurate and timely communications from the CEO's office. Manage procedures for gaining CEO approvals. Proofread information received for CEO's signature/approval, ensuring compliance with department and corporate standards, polices and guidelines. Maintain the Authority Library in a manner that is usable and accessible to staff members. Perform general clerical duties including typing, filing, and mailing. Possess and behave with the highest standards of trust, ethics, accountability, confidentiality, and discretion as privy to very confidential and sensitive information. Portray a professional and pleasant attitude in daily work as a representative of the executive office. Provide administrative and clerical support for the Board of Directors: With direction from the CEO, prepare and distribute all necessary meeting material for the Board of Directors meetings. Schedule, coordinate and attend all Board meetings and committee meetings. Record, transcribe and distribute minutes according to policy and as directed. Ensure proper public notifications are made. Maintain written and other records of the Board's meetings, deliberations and decisions in accordance with law and policy. Coordinate travel arrangements and expenses for members of the Board of Directors. Provide limited administrative support to the Deputy CEO, Finance and Administration: Assist the Deputy CEO, Finance and Administration with managing his/her schedule, arranging appointments and ensuring time is well-organized and efficiently used. Schedule, coordinate and support meetings called for by the Deputy CEO, Finance and Administration, as directed Prepare meeting materials (agendas, briefings, background, etc.) and ensure proper record-keeping. Record, transcribe, and distribute meeting minutes for internal/external meetings and committees. Knowledge, Skills, and Abilities: Certificate or Associates Degree in Business Administration or Office Management or equivalent combination of education and experience. Three to five years administrative experience working at the executive management level. Proficiency with the MS Office Suite and Adobe Acrobat; sound knowledge of administrative and general office procedures. Knowledge of drafting meeting agendas, recording, transcribing, maintaining action lists and documenting meeting minutes. Excellent communications skills, both verbal and written. Ability to recognize and deal with matters of a confidential nature in a discrete and professional manner. Excellent organization skills with the ability to work under pressure and within strict timelines. Ability to work independently with minimum supervision. Ability to work and participate effectively within a team environment. Ability to work evenings to attend Board of Director meetings and other meetings/events. Physical Demands: Physical Demands Lift/Carry Stand-Occasionally - Less than 10 lbs-Occasionally Walk-Occasionally - 10 - 29 lbs-Occasionally Sit-Frequently - 30 - 59 lbs-Rarely Use of Hands/Fingers-Constantly - 60 - 100 lbs-Not Applicable Reach-Occasionally Push/Pull Climb-Rarely - Less than 10 lbs-Occasionally Crawl-Not Applicable - 10 - 29 lbs-Occasionally Squat or Kneel-Occasionally - 30 - 59 lbs-Rarely Bend-Occasionally - 60 - 100 lbs-Not Applicable Reports to: Chief Executive Officer
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