WeGo Public Transit
Executive Assistant-Chief Operating Officer
WeGo Public Transit, Nashville, Tennessee, United States, 37247
DAVIDSON TRANSIT ORGANIZATION
POSITION DESCRIPTION
Title:
Executive Assistant to the Chief Operating Officer (COO)
Purpose:
This position is responsible for managing the Office of the COO, providing executive-level administrative support to the Chief Operating Officer.
Reports to:
Chief Operating Officer
Job Functions 1. Manages the suite of the COO, and provides executive-level administrative support to the COO
Relationships:
Serves as COO liaison with Direct Reports and all other staff members for administrative matters
Maintains a professional relationship with union personnel, all staff, and the general public
Assists in designing a comprehensive development track for the C-level executive assistants which would include further development of technical skills sets as well as providing opportunities for growth in strategic management and leadership skills
Calendars:
Schedules the COO’s calendar and arranges meeting logistics. Keeps a friendly manner with those who are trying to get on the COO’s schedule
Schedules the various meeting room calendars within the agency for COO meetings and various other departments
Communications:
Assists the COO in the timely management of all communications from a variety of constituents and staff
On behalf of the COO in his absence, manages incoming communication and coordinates timely responses with appropriate staff with necessary follow-up
Arranges WebEx, Teams, and Zoom meetings as needed
Keeps system for follow-ups with the staff on assignments from the COO and reports periodically to the COO with updates
Receives all documents for signature for the COO with and review as necessary
Meetings:
Attends all meetings of the MTA, JAC, and the EEC as well as some of their committees
May attend other meetings upon request of the COO or other executives
Coordinates meetings on behalf of the COO with staff and the general public
Travel Arrangements:
Provides travel arrangements including travel, conference registrations, and hotel reservations
Prepares travel expense reports for the signature of the COO as well as the CEO
Assists with other department's travel arrangements as needed
Records:
Designs and maintains SOP record-keeping system
Maintains expense reports and invoices for consultants for 3rd party providers
Maintains COO Conference rooms and files
Other:
Anticipates the needs of the COO and adapts to last-minute changes
Use initiative to serve as support to the COO in a diverse and dynamic environment
Makes recommendations affecting aspects of office policy
Upholds the confidentiality of the office of the COO
2. Critical technical, professional, and personal capabilities:
Ability to maintain confidentiality
Ability to focus on detail
Organizational and time management skills
Ability to self-motivate when working alone for extended periods
Ability to prioritize multiple tasks and projects while working under deadlines
Excellent verbal and written communication skills
Ability to effectively communicate with the public and with other professionals
Work efficiently under pressure to meet deadlines
Ability to handle sensitive informationStrong interpersonal skills
Knowledge of English grammar and strong English composition skills (ability to compose well-written documents)
Ability to work well with all levels of management and staff
3. Performs other duties as assigned The principal duties are intended to describe those functions that are essential to the performance of this job and must be performed unaided or with the assistance of reasonable accommodation. Other responsibilities are those functions that are considered incidental or secondary to the overall purpose of the job. This job description does not imply that the above are the only duties assigned to the position. Employees may be required to perform any other job-related duties as requested by management.
Physical requirements with or without reasonable accommodations: Physical activity includes but is not limited to:
Sitting, standing, lifting, reaching, walking, talking, writing, carrying, grasping, holding, clarity of vision, speaking, listening, and repetitive motion of hands
Must be able to operate office equipment, including but not limited to a telephone system, typewriter, computer system, printer, copy machine, facsimile machine, and calculator
Other Requirements:
Flexibility
Possess advanced computer skills along with the ability to train others
Understand and carry out detailed written or verbal instructions
Speak clearly and distinctly
Work with little supervision
Good customer service skills
Effectively respond to emergencies
Maintain an effective working relationship with all levels of employees
Minimum Requirements:
Minimum five years of experience in an administrative role in executive offices
Proficient in current Microsoft Office applications, including Word, PowerPoint, Outlook, and Excel
Experienced in answering a phone in an executive office
Candidate must possess a valid driver’s license
*Possession of a Business degree or related field is desirable
Classification under the Fair Labor Standards Act: Exempt
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Executive Assistant to the Chief Operating Officer (COO)
Purpose:
This position is responsible for managing the Office of the COO, providing executive-level administrative support to the Chief Operating Officer.
Reports to:
Chief Operating Officer
Job Functions 1. Manages the suite of the COO, and provides executive-level administrative support to the COO
Relationships:
Serves as COO liaison with Direct Reports and all other staff members for administrative matters
Maintains a professional relationship with union personnel, all staff, and the general public
Assists in designing a comprehensive development track for the C-level executive assistants which would include further development of technical skills sets as well as providing opportunities for growth in strategic management and leadership skills
Calendars:
Schedules the COO’s calendar and arranges meeting logistics. Keeps a friendly manner with those who are trying to get on the COO’s schedule
Schedules the various meeting room calendars within the agency for COO meetings and various other departments
Communications:
Assists the COO in the timely management of all communications from a variety of constituents and staff
On behalf of the COO in his absence, manages incoming communication and coordinates timely responses with appropriate staff with necessary follow-up
Arranges WebEx, Teams, and Zoom meetings as needed
Keeps system for follow-ups with the staff on assignments from the COO and reports periodically to the COO with updates
Receives all documents for signature for the COO with and review as necessary
Meetings:
Attends all meetings of the MTA, JAC, and the EEC as well as some of their committees
May attend other meetings upon request of the COO or other executives
Coordinates meetings on behalf of the COO with staff and the general public
Travel Arrangements:
Provides travel arrangements including travel, conference registrations, and hotel reservations
Prepares travel expense reports for the signature of the COO as well as the CEO
Assists with other department's travel arrangements as needed
Records:
Designs and maintains SOP record-keeping system
Maintains expense reports and invoices for consultants for 3rd party providers
Maintains COO Conference rooms and files
Other:
Anticipates the needs of the COO and adapts to last-minute changes
Use initiative to serve as support to the COO in a diverse and dynamic environment
Makes recommendations affecting aspects of office policy
Upholds the confidentiality of the office of the COO
2. Critical technical, professional, and personal capabilities:
Ability to maintain confidentiality
Ability to focus on detail
Organizational and time management skills
Ability to self-motivate when working alone for extended periods
Ability to prioritize multiple tasks and projects while working under deadlines
Excellent verbal and written communication skills
Ability to effectively communicate with the public and with other professionals
Work efficiently under pressure to meet deadlines
Ability to handle sensitive informationStrong interpersonal skills
Knowledge of English grammar and strong English composition skills (ability to compose well-written documents)
Ability to work well with all levels of management and staff
3. Performs other duties as assigned The principal duties are intended to describe those functions that are essential to the performance of this job and must be performed unaided or with the assistance of reasonable accommodation. Other responsibilities are those functions that are considered incidental or secondary to the overall purpose of the job. This job description does not imply that the above are the only duties assigned to the position. Employees may be required to perform any other job-related duties as requested by management.
Physical requirements with or without reasonable accommodations: Physical activity includes but is not limited to:
Sitting, standing, lifting, reaching, walking, talking, writing, carrying, grasping, holding, clarity of vision, speaking, listening, and repetitive motion of hands
Must be able to operate office equipment, including but not limited to a telephone system, typewriter, computer system, printer, copy machine, facsimile machine, and calculator
Other Requirements:
Flexibility
Possess advanced computer skills along with the ability to train others
Understand and carry out detailed written or verbal instructions
Speak clearly and distinctly
Work with little supervision
Good customer service skills
Effectively respond to emergencies
Maintain an effective working relationship with all levels of employees
Minimum Requirements:
Minimum five years of experience in an administrative role in executive offices
Proficient in current Microsoft Office applications, including Word, PowerPoint, Outlook, and Excel
Experienced in answering a phone in an executive office
Candidate must possess a valid driver’s license
*Possession of a Business degree or related field is desirable
Classification under the Fair Labor Standards Act: Exempt
#J-18808-Ljbffr