Executive Assistant; Planning & Development

Job Summary

Hampton Roads Transit is looking for dynamic, customer‑service oriented, and energetic people to join a committed team that provides excellent and effective public transportation to the Hampton Roads region. This is a full‑time, non‑exempt administrative support position in the Planning and Development Department. The hourly wage range is $21.89 – $27.37.

• Coordinate administrative activities and resources for the entire Planning and Development Department.
• Ensure department‑wide coverage and consistency in managing administrative resources and processes.
• Collect, organize, record, and verify accuracy of data and information for the department.
• Prepare monthly Bank of America statements for charges on company issued 'P' card and travel charge card; ensure reimbursement requests comply with Finance Policies.
• Maintain departmental policy and procedure documents in compliance with Records Management annual requirements.
• Coordinate and track staff assignments with the Chief Planning and Development Officer.
• Assist the Manager of the Customer Relations Division to ensure effective, documented communication when responding to customer service issues/complaints.
• Coordinate with HRT personnel and external agencies for scheduling meetings and activities and maintain a database of contacts.
• Prepare reports and correspondence related to technical and administrative activities under direction of the Chief Officer.
• Arrange travel, including tickets and itineraries, for P&D staff, ensuring compliance with HRT travel policies.
• Prepare purchase requisitions in D365 for professional services and for the CEO upon request.
• Maintain comprehensive calendar of internal and external activities for departmental leadership.
• Conduct research, compile and review reports, and support the Chief Officer in preparing the department’s annual budget and tracking expenses.
• Obtain familiarity with federal and state guidance related to Planning & Development activities.
• Assemble briefing binders for Semi‑Annual FTA Region III meetings and handle meeting logistics, minutes and follow‑up action items.
• Maintain office supplies inventory and reorder when low.
• Prepare annual Transportation Service Plan letters for six member cities in compliance with the Cost Allocation Agreement.
• Maintain department document control and file code systems for all project documentation.
• Coordinate and lead regularly scheduled meetings with office support staff on policy implementation, budget tracking and record keeping.
• Develop material for official responses to agency inquiries; research, assemble, edit, and summarize information for administrative action.
• Act as the administrative staff for the Planning and New Starts Development Committee; record minutes of meetings.
• Collect and distribute internal and external mail; manage departmental file and reference system.
• Answer and refer calls and manage records created and received in compliance with HRT Records Management Policies.

• Strong knowledge of administrative functions within a technical environment.
• Ability to conduct studies and research with minimal supervision.
• Excellent coordination and people skills; establish and maintain good working relationships with management, staff, commission members, elected officials, government agencies and external organizations.
• Understanding of organizational functions, policies and procedures and the ability to apply them.
• Proficiency with office equipment: personal computers, office software, fax and copy machines.
• Skill in entering, organizing and retrieving data using spreadsheets and databases, preparing reports, presentations and correspondence using Word, PowerPoint and other software.
• Strong written and spoken communication skills, including grammar and spelling; ability to screen own work and that of others.
• Good telephone etiquette and professional presence.

• Organize and maintain departmental files in accordance with HRT Records Management Policies and Procedures.
• Prepare documents for imaging, designate file code information and forward to Records Management.
• Maintain,…