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Executive Assistant I

WHO WE'RE LOOKING FOR

Unlock your potential as the Executive Assistant, support and direct CapMetro's Future!

The Executive Assistant I Facilities Management & Capital Construction reports directly to the Vice President. This position performs complex professional assistance work for the Facilities Management & Capital Construction staff. Work involves coordinating high-level administrative operations of an organization or division. Works under minimal supervision, with moderate latitude for the use of initiative and independent judgment.

WHAT YOU'LL BE DOING

  • Perform administrative support for Vice President, Director, Project Controls and Project Managers to include schedule/calendar management, screen, handle telephone communications, direct mail, order office supplies, resolve administrative problems and inquiries as appropriate.
  • Serve as initial point of contact for all matters pertaining to Facilities Management & Capital Construction; independently research, prioritize, and follow-up on multiple incoming issues, and concerns addressed to the department, which represent CapMetro, including those of a sensitive and/or confidential nature.
  • Uses independent professional judgement to determine appropriate course of action, referral, and /or response on behalf of the Program Officer and Project Connect.
  • Serve as Oracle Financial Management System superuser on behalf of the division. Receives and delegates all items for the department, tracks items through workflow to ensure timely completion.
  • Manage requisitions in system for the department, ensuring accuracy and timeliness.
  • Coordinates weekly staff meeting and prepares meeting minutes. Maintains minutes, recordings, and transcript of these meetings.
  • Supports the annual division capital and operating budget preparation and monthly variance reports. Investigates discrepancies and provides justification backup for expenditures for department. 
  • Identify, research, and coordinate resolution to complex technical issues related to project budgets, financial software, vendor payments, expense reporting, check requests, mileage reimbursement and p-card reporting and other items for staff and other departments as needed. 
  • Generate ad-hoc reports in response to requests from department staff and management related to purchasing at the detailed transaction and summary level reports by requisition, purchase order, contract, and/or department.
  • Review documents for signatures and coordinate completion of approval across multiple departments in the agency (i.e., task orders, project charters, executive memos, p-card requests, check requests, and other authorization expenditures)
  • Perform final reviews, and entry into software of draft board agenda items, ensure the provisions of a quality Board agenda packet, assure adherence to deadlines for Program Officer, department, Board of Directors and/or Board Committee meetings.
  • Perform other duties as required and/or assigned.

WHAT YOU BRING

  • Bachelor’s Degree in Business Administration, Administrative Services or related area. Related experience will substitute for an education on a year for year basis.
  • Five (5) years of general administrative/clerical experience required. 
  • Significant experience supporting Executives is preferred.
  • Proficiency with Microsoft Office Suite, Acrobat, experience using email, calendar programs, agency’s software packages in a Windows environment, and social media web platforms.

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