Chicago Transit Authority C

Executive Assistant II - Administration

Found in: beBee S2 US

Description:
Executive Assistant II-Administration - ( 2100003O )

Description
POSITION SUMMARY

Under direction, performs advanced office activities, including but not limited to day-to-day administrative and general support duties of a highly responsible and confidential nature in support of the office of the Chief Administrative Officer (CAO).

Assists in the planning and implementation of selected projects and programs necessary to meet the needs and objectives of the department and the Authority as a whole.

Qualifications
PRIMARY RESPONSIBILITIES
  • Coordinates and completes administrative duties for the office of the Chief Administrative Officer.
  • Interfaces with management and staff.
  • Manages calendar and schedule of the Chief Administrative Officer.
  • Prepares meeting agendas and presentations.
  • Coordinates arrangements for meetings, conferences, and events.
  • Attends various meetings and takes notes and/or minutes, as needed.
  • Supports interns serving in the CAO office.
  • Prepares and supports for various Board meetings.
  • Tracks and manages all travel and training requests for all departments falling under the Chief Administrative Officer. Arranges travel/training itineraries and transportation, and prepares the necessary documentation as needed.
  • Performs time-keeping responsibilities and tracks and manages personnel/vacation/sick records for staff.
  • Organizes and maintains files.
  • Drafts communications and follows-up on pending communications and projects.
  • Provides management, support, and coordination as assigned by departmental management.
  • Organizes, supports, and/or executes projects.
  • Executes project management strategies and functions, and works closely with other departments, as directed, related to special projects and initiatives.
  • Produces complex correspondences, reports, and presentations.
  • Gathers and summarizes data and information to produce detailed and succinct reports.
  • Initiates procurements and supports ongoing vendor oversight.
  • Communicates with Managers regarding project and initiative progress, expectations, and deadlines.
  • Receives, refers, and screens inquiries, answers questions, and provides information when appropriate on behalf of Chief Administrative Officer and Senior Project Manager. Routes or answers routine calls and correspondence not requiring supervisor's attention.
  • Serves as department liaison for internal and external departments.
  • Acts as liaison between divisions and departments (as well as other agencies, governmental organizations, and outside vendors as needed) to meet departmental needs.
  • Maintains contact with various departments at the direction of management to ensure follow up on assignments and projects to meet required deadlines and goals.
  • Communicates with various individuals and departments to disseminate and gather information for supervisor.
  • Monitors and reports department budget by providing various correspondences; preparing, processing, and completing expenditure requests; reviewing invoices and billings, and submitting necessary paperwork. Performs budgetary functions and duties associated with all phases of the budget process, including the formulation, justification, presentation, and execution.
  • Performs related duties as assigned.
MANAGEMENT RESPONSIBILITIES
Reporting to this position are the following jobs:
Job Title

  • None
CHALLENGES
  • Maintaining a high level of confidentiality.
  • Ensuring meetings for supervisor is balanced.
  • Providing accurate information on behalf of supervisor.
EDUCATION/EXPERIENCE REQUIREMENTS
  • Bachelor's degree in Communications, Business Administration, or a related field, plus five (5) years of administrative and office experience, or an equivalent combination of education and experience related to the position.
  • Professional certification preferred.
PHYSICAL REQUIREMENTS
  • Requires sitting for extended periods of time, standing, visual acumen, manual dexterity, and fingering for working with computer keyboards.
KNOWLEDGE, SKILLS, AND ABILITIES
  • Detailed knowledge of administrative practices.
  • Detailed knowledge of principles in correspondence, report, and presentation preparation.
  • Detailed knowledge of filing and record keeping principles and procedures.
  • Advanced computer and Microsoft Office skills to produce correspondences, reports and spreadsheets.
  • Strong verbal and written communication skills.
  • Strong organization skills with attention to detail.
  • Strong analytical abilities and problem solving skills.
  • Strong documentation skills.
  • Strong writing skills with the capability of effectively communicating with a variety of audiences.
  • Ability to maintain a high level of confidentiality.
  • Ability to prioritize.
  • Ability to foster teamwork and experience with and interest in working in a team environment.
  • Ability to manage multiple projects and to balance competing priorities and deadlines.
  • Ability to meet deadlines with timeliness and accuracy.
  • Ability to perform highly complex administrative and secretarial support services.
  • Ability to interpret and apply departmental policies and procedures.
  • Ability to plan, organize, and schedule office priorities.
  • Ability to maintain confidential files, records, and reports.
WORKING CONDITIONS
  • General office environment.
EQUIPMENT, TOOLS, AND MATERIALS UTILIZED
  • Standard office equipment.
  • Personal computer and related software (Microsoft Word, Excel, PowerPoint, etc.)
Additional Details: Please note, employees and/or union members will be given priority consideration in the hiring process, per the applicable labor contracts.

Final salary will be determined in part by the qualifications of the selected candidate and may be higher or lower than target.

Applicants, if hired,must comply with CTA's residency ordinance.

CTA IS AN EQUAL OPPORTUNITY EMPLOYER

No employee or applicant for employment will be discriminated against because of race, color, creed, religion, sex, marital status, national origin, sexual orientation, ancestry, age, unfavorable military discharge, disability or any other status protected by federal, state, or local laws; except where a bona fide occupational qualification exists We are committed to providing an inclusive environment for our workforce and supporting the communities we serve.

CTA will make reasonable accommodations for the known disabilities of otherwise qualified applicants for employment as well as its employees, unless undue hardship would result.

If you require an accommodation in the application or hiring process, please contact prior to the submission of your application or upon notification of your actual test date.

CTA will work with you to determine if an accommodation can be provided.

Primary Location :
USA-Illinois-Chicago

Job :
Miscellaneous

Job Posting :
Oct 8, 2021, 12:00:00 AM

Position Type: : Full-time Permanent (FTP)

Req ID: 2100003O

calendar_today 5 days ago



location_on Chicago, United States

work Chicago Transit Authority

Apply:
I expressly authorise the Terms and Conditions

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