Executive Assistant II

Please complete the application in its entirety. Include all previous employment so that it may be taken into consideration. Please include a resume attachment with submittal of your application. Resume should document months and years with your dates of employment. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received before the closing date and time listed.

At Regional Transportation District (RTD), We make lives better through connections!

When you join RTD, you will be among dedicated employees exhibiting RTD's values of passion, respect, diversity, trustworthiness, collaboration, and ownership. RTD is committed to an inclusive and diverse workplace. As part of our diversity value statement, we encourage our employees to honor diversity in thought, people, and experience. Come join RTD on this great journey to be the trusted leader in mobility, delivering excellence and value to our customers and community.

RTD Employee Benefits: https://www.rtd-denver.com/careers/benefits

(RTD Represented Employee Benefits: Please refer to the Labor Agreement included in the above link for details.)

This role completes a broad variety of advanced-level support to the agency’s senior executives. This includes of administrative tasks such as managing calendar, scheduling meetings and preparing agendas; maintaining files; completing expense reports; composing and preparing correspondence and materials that are oftentimes confidential. Manages/leads special projects and continuous improvement initiatives. Provides financial and budget support and drives cross-functional collaboration and employee engagement. May supervise or lead other executive assistants or business support positions.

DUTIES & RESPONSIBILITIES:

ESSENTIAL:

Executive Support:

• Completes a broad variety of administrative tasks including managing an active calendar of appointments; scheduling meetings and preparing agendas; maintaining files; completing expense reports; composing and preparing correspondence and materials that are often times confidential; and managing special projects as assigned.

• Serves as the first point of contact for internal and external stakeholders; communicates directly, and on behalf of the assigned senior executive with other agency employees, public officials/staff, and other individuals and entities regarding matters related to the division, represents the executive by welcoming visitors, coordinating agency functions, and responding to questions and meeting requests directed to the executive; processes confidential materials and communications.

• Plans and coordinates the assigned senior executive’s schedule and ensures time commitments are followed and respected; provides “gatekeeper/gateway" role, creating win-win situations for direct access to the executive’s time and office; adjusts the executive’s calendar to maximize use of time.

• Produces executive-level communications and materials, including reports, presentations, contracts, database files, charts, graphs and forms, and major documents as required for reproduction and distribution; proofreads, edits, compares, and redlines documents effectively and navigates and operates within various computer databases and programs relating to area of responsibility; gathers data and provides requested information for operational and technical reports; prepares standard documents related to public records requests.

• Manages day-to-day office operations; creates and maintains a professional filing system for the office; organizes and prioritizes volumes of information; provides general administrative support to the Leadership Team as directed.

• Researches, prioritizes, and follows up on incoming issues and concerns including those of a sensitive or confidential nature; determines appropriate course of action, referral, or response.

• Serves as a member of the Administrative Coordination Team.

• Arranges travel and off-site meetings by developing itineraries and agendas; books transportation; arranges registrations, lodging and meeting venues; provides detailed travel plans/itineraries/agendas.

• Attends meetings as directed; accurately takes and transcribes minutes; files and distributes as appropriate; and ensures timely follow up on actionable items.

• May supervise or lead other executive assistants or business support positions.

Financial/Budget Support: