Executive Assistant-Chief Operating Officer

DAVIDSON TRANSIT ORGANIZATION

POSITION DESCRIPTION

Title : Executive Assistant to the Chief Operating Officer (COO)

Purpose : This position is responsible for managing the Office of the COO, providing executive-level administrative support to the Chief Operating Officer.

Reports to : Chief Operating Officer

Job Functions :

1. Manages the suite of the COO, and provides executive-level administrative support to the COO

• Relationships :
• Serves as COO liaison with Direct Reports and all other staff members for administrative matters
• Maintains a professional relationship with union personnel, all staff, and the general public
• Assists in designing a comprehensive development track for the C-level executive assistants which would include further development of technical skills sets as well as providing opportunities for growth in strategic management and leadership skills
• Calendars :
• Schedules the COO’s calendar and arranges meeting logistics. Keeps a friendly manner with those who are trying to get on the COO’s schedule
• Schedules the various meeting room calendars within the agency for COO meetings and various other departments
• Assists other Executive Assistants with calendars as needed
• Communications :
• Assists the COO in the timely management of all communications from a variety of constituents and staff
• On behalf of the COO in his absence, manages incoming communication and coordinates timely responses with appropriate staff with necessary follow-up
• Arranges WebEx, Teams, and Zoom meetings as needed
• Keeps system for follow-ups with the staff on assignments from the COO and reports periodically to the COO with updates
• Receives all documents for signature for the COO with and review as necessary
• Meetings :
• Attends all meetings of the MTA, JAC, and the EEC as well as some of their committees
• May attend other meetings upon request of the COO or other executives
• Coordinates meetings on behalf of the COO with staff : and the general public
• Travel Arrangements :
• Provides travel arrangements including travel, conference registrations, and hotel reservations
• Prepares travel expense reports for the signature of the COO as well as the CEO
• Assists with other department's travel arrangements as needed
• Records :
• Designs and maintains SOP record-keeping system
• Maintains expense reports and invoices for consultants for 3rd party providers
• Maintains COO Conference rooms and files
• Other :
• Anticipates the needs of the COO and adapts to last-minute changes
• Use initiative to serve as support to the COO in a diverse and dynamic environment
• Makes recommendations affecting aspects of office policy
• Upholds the confidentiality of the office of the COO

2. Critical technical, professional, and personal capabilities :

Ability to maintain confidentiality

Ability to focus on detail

Organizational and time management skills

Ability to self-motivate when working alone for extended periods

Ability to prioritize multiple tasks and projects while working under deadlines

Excellent verbal and written communication skills

Ability to effectively communicate with the public and with other professionals

Work efficiently under pressure to meet deadlines

Ability to handle sensitive information

Strong interpersonal skills

Knowledge of English grammar and strong English composition skills. (ability to compose well-written documents)

Ability to work well with all levels of management and staff

3. Performs other duties as assigned

The principal duties are intended to describe those functions that are essential to the performance of this job and must be performed unaided or with the assistance of reasonable accommodation. Other responsibilities are those functions that are considered incidental or secondary to the overall purpose of the job. This job description does not imply that the above are the only duties assigned to the position. Employees may be required to perform any other job-related duties as requested by management.

Physical requirements with or without reasonable accommodations :

Physical activity includes but is not limited to :

Sitting, standing, lifting, reaching, walking, talking, writing, carrying, grasping, holding, clarity of vision, speaking, listening, and repetitive motion of hands

Must be able to operate office equipment, including but not limited to a telephone system, typewriter, computer system, printer, copy machine, facsimile machine, and calculator

Other Requirements :

Flexibility

Possess advanced computer skills along with the ability to train others

Understand and carry out detailed written or verbal instructions

Speak clearly and distinctly

Work with little supervision

Good customer service skills

Effectively respond to emergencies

Maintain an effective working relationship with all levels of employees

Minimum Requirements :

Minimum five years of experience in an administrative role in executive offices

Proficient in current Microsoft Office applications, including Word, PowerPoint, Outlook, and Excel

Experienced in answering a phone in an executive office

Candidate must possess a valid driver’s license

Possession of a Business degree or related field is desirable

Classification under the Fair Labor Standards Act : Exempt