Executive Assistant - GM

Executive Assistant

The Executive Assistant works to provide high-level executive administrative support and acts as a primary point of contact for the General Manager (GM). This role manages and coordinates administrative matters for the Office of the General Manager. Additionally, the Executive Assistant provides a high level of executive support to the Executive team, including adept meeting facilitation and tracking action items. They handle a wide variety of confidential situations.

This role also interacts with the public on matters related to the GM's office including tracking responses and maintaining public records. This role requires being onsite five (5) days per week. Ensure a commitment to safety and regulatory compliance through effective leadership, training, role modeling and implementing practices that demonstrate safety is a fundamental value and a priority in all aspects of work.

Serve as a good steward of Tri Met by regularly utilizing our transit system to maintain a strong and current understanding of customers' experiences and of Tri Met's product and service offerings.

Provides administrative support for General Manager (GM), including managing a dynamic, multifaceted calendaring schedule in a fast-paced environment. Maintains the department calendar and a longer-term strategic calendar of major upcoming events, travel, and forward thinking priorities. Schedules, communicates, and coordinates on-site and off-site meetings with key internal and external contacts, including logistics of outside entities such as food service. Coordinate all Executive Team meetings and retreats.

Screens telephone calls, prioritizes mail, responds to all invitations and follows up by written correspondence or call. Monitors emails and flags pertinent messages to ensure timely responses are provided. Independently responds to questions and inquiries, and explains policies and procedures.

Interfaces with high level internal and external contacts. Prepares detailed and sensitive correspondence and inquires, and provides communication on behalf of the GM or to external inquiries, requiring considerable discretion and initiative.

As the organization's representative, serves on a variety of committees, task forces and advisory groups. Generates and distributes meeting minutes, agendas, and other appropriate information and materials for these various groups, which may include staff, leadership team, political constituents, community leaders, media, vendors, and customers.

Prepares correspondence, letters, reports, oral and written communications, memoranda, agendas, presentations, and statistical documents. Develops charts, graphs, and schedules from rough copy. May require researching background material, and compiling and analyzing data.

Works closely with the GM to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a barometer having a sense for the issues taking place in the environment and keeping the GM updated. Anticipates GM needs in advance of meetings, conferences etc.

Coordinates travel for GM on out-of-town meetings. Travels with GM to regional events and ensures appointment times and schedule are adhered to. Coordinates travel arrangements and accommodations as needed. Prepares and submits travel authorizations and expense reports. Establishes and maintains the appropriate protocol required for politically sensitive meetings.

Maintains extensive electronic filling systems related to critical, confidential Tri Met matters including labor issues, contracts, schedules, legal, and financial matters. Coordinates the signature routing of internal documents.

Establishes good working relationships with various public offices, including the Governor's office, legislators, federal officials, and local jurisdictions. Works with the Executive Team to coordinate the GM's office outreach activities, follows up on contacts made by the GM to cultivate agency contacts.

Maintains Executive Team Meeting and Strategy Meeting calendar, agendas, and action item lists, ensuring seamless coordination and organization. Provides comprehensive…