Senior Executive Assistant to Chief Financial Officer

Position: Senior Executive Assistant to the Chief Financial Officer
Organization Name:

Davidson Transit Organization, Employment unit of WeGo Public Transit

Website:

About Our Organization:

We are WeGo. It's not just our name. It's what we do. That forward-thinking movement is extended and enriched by branding that looks and feels the same no matter where it lives in our communities. The WeGo brand stands for a collaborative commitment to exceptional service, friendliness, integrity, and honesty as we connect riders to their community and one another.

Reports To:

Chief Financial Officer

FLSA Status:

Exempt

This position is responsible for providing professional and administrative support to the office of the Chief Financial Officer (CFO) of the Nashville Metropolitan Transit Authority and Regional Transportation Authority of Middle Tennessee as well as support to DTO Board. This position is responsible for handling time sensitive and confidential material, in support of the management reporting to the Operations division, as needed.

The successful candidate will be expected to become familiar with a variety of operational concepts, practices and procedures, within a reasonable amount of time and training. Effective communication via phone and email is essential, ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others and should rely on experience and judgment to plan and accomplish goals, as a wide degree of creativity and flexibility is expected.

Tasks

The job profile is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, and/or new ones may be assigned at any time with or without notice.

* Performs administrative duties including by not limited to:

* Provides executive management calendar oversight, including coordination of meetings, conference calls and daily travel arrangements. Handles special event/conference hotel and flight arrangements as needed.

* Receives and distributes mail, interoffice memos and materials, certification of postal mail related to the CFO.

* Handles supply and timecard management, general note taking, meeting minute transcription as it relates to DTO Board and correspondence formatting.

* Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

* Schedule the CFO's calendar and arranges meeting logistics.

* Assists the other chief executive officers as needed.

* Schedules various meeting rooms for CFO's and third party approved requests.

* Assists the CFO in the timely management of all insurance payments and tracks follow-up as necessary.

* Receives all documents for signature for the CFO and reviews as necessary.

* Attends all meetings of the Nashville MTA and the RTA Boards and their committees.

* Back
-up for Chief Executive Officer's Administrative Assistant the MTA/RTA Board staff liaison.

* Coordinates meetings on behalf of the CFO with staff; MTA and RTA Boards and Board members; community leaders; local, state, and federal government officials.

* Provides travel arrangements including travel, conference registrations, and hotel reservations.

* Prepares travel expense reports for CFO for signature of CEO.

* Assists with other departments travel arrangements as needed.

* Anticipates the needs of the CFO and adapts to last minute changes.

* Schedules meetings annually for APTA and TPTA Day on the Hill in Washington, DC and local.

* Coordinates the publication and distribution of the monthly committee and board books for MTA/RTA as it relates to the CFO reports.

* Attends and transcribes DTO Board minutes.

* Orders and distributes offices supplies for the accounting, planning, customer care, HR and IT departments.

* Prepare requisitions for signature and payment.

* Serve as back up to other administrative assistants when needed

* Performs assigned duties for special projects:

* Compiles monthly statistical data and agenda items in preparation for Board of Directors meetings and/or other advocacy groups as assigned. Ensure accuracy of these reports, in coordination with submitting departments.

* Assists in running of the monthly Safety Risk Management Committee.

* Drafts correspondence and memos for review of CFO/upper management prior to post.

* Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.

* Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; participating in professional organizations.

* Provides support for transit committees/boards and advocacy groups as assigned. Prepares meeting notes and minutes, including dictation and transcription of meeting minutes.

* Responsible for reconciling and submitting expense and invoicing reports for the office of the CFO.

* Develops drafted materials and basic design…