Executive Assistant

The Salem Area Mass Transit District, known as Cherriots, is a great public transit system. We work hard every day to give our customers the best experience possible. We provide local, regional, and paratransit services in Marion and Polk counties. But we do more than just transportation. We help people get to jobs, shopping, and schools. We help businesses find more workers.

We ensure that people can enjoy recreational, social, faith‑based, and other activities without needing a car.

Cherriots is an equal‑opportunity employer that aims to create a workforce that reflects our diverse community. We are committed to creating an inclusive environment for all employees and encourage individuals from all backgrounds to apply.

Under the administrative direction of the Deputy General Manager, the Executive Assistant performs a wide variety of moderately complex clerical and administrative, executive‑level support services. The position serves as key administrative support to the Deputy General Manager, provides administrative assistance to other departments within the Deputy General Manager Division, and coordinates Cherriots activities as prescribed.

• Provides complex administrative support to the office of the Deputy General Manager and various organizational committees, such as formatting and typing various reports, correspondence, legal notices, and other documents from a wide range of source materials; photocopying; disseminating information; scheduling meetings; producing a weekly calendar for media/internet publication; making conference registrations and travel arrangements.
• Approves appropriate expenses, purchases, and reimbursements per division budget. Creates and maintains financial records that may include preparing forms; verifying appropriateness and accuracy of charges; processing and reconciling expenses, accounting transfers, and/or appropriation changes.
• Manages Deputy General Manager’s and/or division calendars that may include complex scheduling arrangements involving multiple parties and conferences, travel, etc. Sets up and cancels meetings based on knowledge of the subject and attendees. Coordinates large‑scale and/or complex events and ensures that all logistics, including advertising, registration, speakers, travel arrangements, venues, catering, and technology, are in place.
• Provides support and assistance for meetings and special projects, including arranging meeting logistics, coordination of staff work, preparation and distribution of meeting and project materials, and related duties. Prepares and monitors follow‑up of action items from meetings and for special projects, as necessary.
• Maintains a high level of confidentiality with information and documents flowing through the Deputy General Manager’s office.
• Schedules appointments and completes registration and travel arrangements for all division staff. Schedules meeting rooms and arranges for routine technology and refreshments for internal and external meetings.
• Takes and transcribes high‑level Executive Leadership Team (ELT) and other committee meeting minutes.
• Coordinates the activities of the Community Advisory Committee (CAC). Serves as information liaison and key point of contact for all CAC members.
• Tracks meeting agenda items; initiates agenda preparation process; follows up with executive and senior management staff to ensure needed materials are prepared for the agenda.
• Proofreads documents and assists with writing documents for management approval.
• Serves as recorder for division meetings, as assigned.
• Monitors division office materials and supplies, and prepares documentation to re‑order when necessary.
• Ensures a commitment to safety through consistent and professional behaviors while performing job duties. Demonstrates that safety is a fundamental value that guides all aspects of our work.
• Provide assistance to the Deputy General Manager with special tasks and projects, as needed.
• Performs routine clerical tasks in support of other Cherriots divisions.
• Serve as backup to the Executive Assistant for the General Manager/CEO.
• The ability to consistently adhere to a defined work schedule, and be present…