Executive Assistant; Technology

Position: Executive Assistant (Technology)
.Hampton Roads Transit is looking for dynamic, customer service oriented, and energetic people to become part of a committed team providing excellent and effective public transportation to the Hampton Roads region. We offer unmatched benefits and competitive wages in a stimulating and rewarding environment.  .
** Hourly Wage: $21.63 - $24.03
***
* Essential Job Functions:

**(Duties listed are not intended to be all inclusive nor to limit duties that might reasonably be assigned.)
* Coordinates all administrative and clerical activities for the Communications Department.
* Schedules and coordinates meetings for the department, which includes developing an agenda, taking notes and transcribing them into accurate and articulate minutes and owning all follow-up and action items.
* Independently develops attractive and thorough reports for distribution to senior leadership and/or the agency’s Board.
* Manages Communications Department budgets and coordinates directly with the Finance department on all discrepancies.
* Manage contracting and invoice data in D365 database and manage spreadsheets.
* Assists business development, sales, TRAFFIX and public outreach teams in managing databases and lists of clients and points of contacts at retail locations, employers, schools/colleges, community associations and businesses.
* Responsible for gathering all documents that require CCO signature, makes copies and saves in an organized digital and print filing system.
* Manages inventory of marketing materials, public outreach giveaways and office supplies; proactively orders more as needed.
* Secures all Communications staff travel arrangements.
* Monitors when, where and why Hampton Roads Transit appears in the news media and compiles daily list of news articles to be distributed to the department and senior executives.
* Formally documents and manages all internal processes and manages/tracks updates as needed.
* Serves on a number of internal committees designed to collaborate on ways to successfully recruit, retain, recognize, and reward employees as well as keep our entire workforce safe.
* Manages some special projects for the CCO, some of which may have organizational impact.
* Assists with and participates in public outreach events.
* Proactively finds ways to keep the department organized and running smoothly and efficiently.
* Manage records created and received in compliance with the Hampton Roads Transit Records Management Policies and Procedures.
* Responsible for coordinating the records management effort within the department.
* Performs other duties as assigned.
** Required Knowledge, Abilities and Skills Essential to

Job Functions:

*** Proven experience as an executive administrative assistant or in other secretarial position.
* Full comprehension of office management systems and procedures.
* Excellent knowledge of MS Office Suite, specifically Word, Access and Excel.
* Exemplary planning and time management skills.
* Up to date with advancements in office technology and applications.
* Ability to multitask and prioritize daily workload.
* High level verbal and written communications skills.
* Highly organized.
* Ability to multi-task and meet deadlines.
* Discretion and confidentiality.
** Records Coordinator:
** Serve as the Departmental Records Coordinator with responsibility for organizing and maintaining departmental files in accordance with all of HRT’s Records Management Policies and Procedures; preparing documents for imaging by designating file code information and forwarding to Records Management; maintaining (archiving/storage) and disposing of records in accordance with the approved HRT Records Retention and Disposition Schedules; attending regular information and training meetings;

and providing information to the department Chief Officer and all department members on records management including paper, electronic records, photos, news articles, and other items.###
** Required Software Knowledge and Skills Essential to

Job Functions:

** Proficiency in using computer systems and the listed software applications associated with performance of assigned work is essential.  Basic problem-solving skills associated…