Executive Assistant

Description:

Provides senior confidential administrative support to the Chief Executive Officer and leads the development and implementation of processes for enterprise administrative staff.

Key Accountabilities

Provides highly confidential administrative support to the CEO by preparing and handling a variety of sensitive, confidential, and complex correspondence, memos, presentation materials, spreadsheets and reports from internal and external sources.

Develops and manages the annual budget for the Office of the CEO.

Develops relationships with executives and other leaders; interacting with customers, the public, government and elected officials, the TransLink Board and Chair, and the Mayor’s Council Members and Chair.

Receives incoming requests for appointments with the CEO from various senior staff, elected officials and the public and schedules meetings and resolves scheduling conflicts.

Responds directly on behalf of CEO to sensitive requests with significant corporate reputational risk. Coordinates resolution of issues brought to CEO’s office attention by outside public or stakeholders, by delegating to appropriate staff, divisions, or subsidiaries for action and ensures issues are resolved and CEO’s office receives final outcome or reply.

Coordinates travel arrangements, functions, events, and senior executive meetings; assists with overall program planning including developing the agendas, laying out the meeting room layout, organizing the catering; attends sessions to record key content and minutes, action items, and transcribes minutes; retrieves, compiles and distributes reference material for meetings.

Provides guidance to other Executive Assistants and Confidential Assistants and leads the development of and implementation of standardized processes and procedures for these administrative staff.

Organizes senior executive administrative staff resourcing for TransLink Senior Executives. Liaises with executives to manage current and future administrative needs and expectations.

Identifies and resolves issues or concerns of the most confidential and sensitive issues; provides administrative support to other projects, programs and related departments as required.

Qualifications

EDUCATION AND EXPERIENCE

The competencies for this position would typically be acquired through successful completion of an associates’ degree in business management or administration plus four (4) years prior senior administrative experience in an Executive Assistant role in a client service-oriented, large corporate environment, requiring a high degree of confidentiality.