Jobs and Careers

Executive Assistant

United Statesfull_timeVerifiedPosted 16 Sept 2025

💰 $70,000/yr

About the role

EFFECTIVE DATE:09/15/2025FLSA: Salaried, Non-Exempt
JOB TITLE: Executive AssistantDEPARTMENT: ExecutiveREPORTS TO: CEO
RATE OF PAY: $70,000 Annually

JOB FUNCTION: Provides support to the CEO by performing a variety of high-level administrative duties to facilitate and support day-to-day operations. May be asked to provide support to C-level executives. ESSENTIAL DUTIES AND RESPONSIBILITIES:

Provides a broad range of administrative support including preparing a daily schedule of the CEO’s meetings, anticipating, and establishing priorities for both the CEO and self, screening calls, monitoring e-mail, and responding on behalf of the CEO as appropriate.
Takes detailed notes to prepare correspondence, interoffice memos, etc.
Operates a personal computer using MS Word Office to record, edit, store, and revise correspondence, reports, statistical tables, forms, presentations, and other materials.
Coordinates all travel arrangements for the CEO, senior staff and MATA Board. Maintain travel records for staff and board members.
Responsible for ensuring that administrative staff time off is entered and that time off and bi-weekly timesheet sign offs are approved by the CEO for his direct reports.
Serves as MATA Secretary for the Board of Commissioners. Duties will include attending MATA Board meetings, recording minutes and preparing monthly journals of proceedings, preparing, and distributing Board packages for each Board and Joint Committee meeting, preparing notices of Board and Joint Committee meetings, as well as notifying appropriate staff and other individuals.
Follows up on all action items assigned to senior staff. Gathers, compiles and reports information to the CEO relative to progress on senior staff action items and assignments.
Maintains hard copy and computer filing and record-keeping systems. Maintains current names and addresses of senior management staff employees. Compile and type reports on employees from these records.
Coordinates various meetings related to MATA operations including executive offsite meetings and outside Board commitments for the CEO. Prepares agendas, coordinates logistics and compiles materials. Attends various meetings and records and produces actionable meeting minutes.
Attends City Council and County Commissioner meetings as required and records meeting notes.
Serves as liaison for CEO with Board members, politicians, business leaders and staff.
Other duties as assigned.

MINIMUM QUALIFICATIONS:Education: High school diploma or GED required.Other:

Minimum 5 years’ work experience as an administrative assistant, preferably supporting a senior executive.
Requires ability to speak in a professional manner, and must display proficiency in grammar, spelling and punctuation as well as be skilled in letter, presentation, and report composition.
Must be able to exercise discretion, maintain utmost confidentiality and exhibit the highest standard of professionalism in dealings within and outside the organization, at all levels.
Must be able to deal professionally with the public, Board members, agencies, City officials, and co-workers both on the telephone and in person.
Must be able to operate office equipment including personal computer equipment, facsimile machine, and photocopier.
Should be highly skilled in Microsoft Office Suite.
Requires the ability to manage numerous activities at one time and must be able to work with limited supervision.
Possesses strong organizational skills.
Ability to communicate effectively, both orally and in writing, is critical. Written work should display proficiency in grammar, spelling and punctuation.
Should be comfortable working with all levels of management and should possess strong people skills.
Should be able to understand a labor agreement.
Must be willing to comply with the Company’s Drug and Alcohol Policy.
Regular and consistent attendance is required.
Must always comply with safety and COVID protocols.
Must sign a non-disclosur