SALARY: $65k - $105k
This position provides a full range of comprehensive administrative office support work to the Chief Executive Officer (CEO) and Chief of Staff (COS), requiring the application of specialized administrative knowledge, customer focus, organization and attention to detail, initiative, and independent judgment. It is the highest level within the administrative support series, and is distinguished from all other administrative support classifications in that the major duties performed require independent judgment and prioritization, tracking, and communication on behalf of the senior-most executives within Sound Transit’s structure. Secretarial/clerical duties may still be required, but are performed less frequently with notable independence and accountability for the work results. This position serves as liaison with regard to programs, policies, procedures, and assigned functions for the department; acts as a liaison with other departments/divisions; coordinates executive schedules and meeting calendars; coordinates their principals’ process flow; handles travel arrangements and logistics; makes process improvement decisions, and at times, takes the lead role on assigned projects; coordinates communications with other Agency departments, divisions, and outside agencies on behalf of the CEO and/or COS and the department.
The following duties are a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.
Administrative and Customer Service:
- Provides direct administrative support to the CEO and COS in order for them to complete their duties, and ensures department administrative functions run smoothly.
- Serves as the first point of contact between the Office of the CEO and external entities; receives, analyzes, and triages incoming inquiries and complaints from a variety of sources, and ensures information is routed to the appropriate staff members for response.
- Greets visitors; ensures they have proper directions and up-to-date communication should there be changes to the CEO and COS’ schedule.
- Responds to time-sensitive requests for information and assistance regarding the Office of the CEO.
- Operates a variety of office equipment; acts as contact for all business machine issues; utilizes various computer applications and software packages; oversees the ordering of special order office supplies.
- Ensures processes, policies and practices are interpreted and applied consistently and effectively; ensures accountability and compliance with all current and applicable state and federal laws, Agency policies and procedures, rules and regulations established by the Agency and the Office of the CEO.
Scheduling, Logistics, Meeting Preparation and Follow Up:
- Meets with the CEO and COS regularly to understand scheduling and issue priorities, and execute short-term and long-term planning to ensure the maximization of their time.
- Schedules meetings and manages meeting calendars and appointments on behalf of the CEO and COS. Plans, coordinates and ensures the CEO and COS’ schedules are followed and respected.
- Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time and office.
- Ensures the maximization of the CEO’s time and prepares her/him for meetings by ensuring she/he has support materials needed for each meeting.
- Provides calendar printout of daily meeting schedule.
- Coordinates all meeting logistics, including staff support, car reservations, directions, room reservations, equipment, beverages and meals, in compliance with ST policies.
- As requested, takes and transcribes detailed minutes for executive meetings, and tracks action items for the CEO.
Travel and Expenditures:
- Coordinates official travel for the CEO and COS, including completion of travel preauthorization form, travel expense claim and travel card reconciliation, and ensures compliance with Sound Transit travel policy.
- Processes event registrations, special office supply requests, and other routine expenditures, and reconciles and justifies expenses in accordance to Sound Transit procurement card policy.
Personnel and Other Sensitive Information:
- Handles sensitive personnel and business information on behalf of the CEO or COS with utmost discretion and care.
- As needed, assists with onboarding for new department or division employees, which may include: handling confidential employee information, ensuring new employees have the equipment, software, supplies and basic information needed to work at Sound Transit; and providing basic training to new administrative support staff.
- As needed, coordinates with Human Resources to schedule interviews and distribute sensitive personnel documents such as resumes.
Data, Research, and Analysis:
- Prepares reports and supporting documentation on issues external to the department or issues having a high impact on the department and Agency.
- Collects and compiles statistical, financial and other information for a variety of reports.
- Performs special assignments to include research, gathering records for public disclosure, providing documents for construction claims and/or discovery for litigation.
Correspondence, Writing and Editing:
- Receives, sorts, prioritizes and tracks the CEO’s correspondence, and tees up those that require approval or response.
- Gathers information and prepares letters, reports or memoranda as directed.
- Reviews and checks documents and records for accuracy, completeness, and conformance with the COS’ initial guidance, as well as applicable rules and regulations.
- Prepares and/or assists in the preparation of agendas, notices, minutes, announcements, applications, resolutions and other documents.
- Manages the CEO’s office organization and filing, which includes highly sensitive files.
- Ensures compliance with records management policies and procedures.
Continuous improvement and special projects:
- Monitors effectiveness of current office procedures and determines the need to change procedures to meet department goals/needs.
- Coordinates and monitors defined projects and activities within department, and recommends actions and modifications as appropriate.
- Manages project deadlines, files and information.
- Coordinates with Senior Business Advisor defined projects and activities within the CEO’s Office.
- It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.
- It is the responsibility of all employees to integrate sustainability into everyday business practices.
- Other duties as assigned.
Education and Experience:
- BA or equivalent combination of education
- At least five (5) years of experience, providing full-time administrative support functions, such as schedule management, travel coordination, budget/procurement, and special projects, to one or more executive leaders (C-suite) in a complex organization with a large budget.
- Advanced computer literacy skills: Microsoft Word, Excel, Outlook, PowerPoint and Publisher.
Required Licenses or Certifications:
Required Knowledge of:
- Operational characteristics, services, and activities of assigned functions, programs, and departmental operations.
- Work organization and office management principles and practices.
- Time and meeting management systems and practices, focusing preparation and follow-up on action items.
- Processes, procedures, and practices of budget preparation and administration.
- Principles and practices of fiscal, statistical, and administrative research and report preparation.
- Customer service methods and techniques.
- Pertinent federal, state, and local laws, codes, and regulations.
- Principles and practices used in establishing and maintaining files and information retrieval systems.
- Direct and tactful communication skills and strategies to respond to and route incoming inquiries customers to the appropriate staff member, collaborate with team members, and elicit requested information from staff.
- Administrative practices for office management.
- Methods and techniques of proper phone etiquette.
- Principles for writing, editing and formatting various business communication, including formal letters, emails, memoranda, and reports.
- English usage, spelling, grammar, and punctuation.
- Modern office procedures, methods, and equipment including computers and computer applications such as word processing, spreadsheets, and statistical databases.
- Work with boards of directors, high level stakeholders and the general public is strongly preferred.
Required Skill in:
- Utilizing personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports.
- Establishing and maintaining effective working relationships with other department staff, management, vendors, outside agencies, boards of directors, high level stakeholders, community groups and the general public.
- Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies.
- Understanding the organization and operation of the Agency and of outside agencies as necessary to assume assigned responsibilities.
- Working with high-level executives.
- Organization and strong attention to detail.
- Problem solving and next-step thinking with the ability to anticipate needs and identify, improve and implement process.
- Implementing and maintaining a file system from beginning to end.
- Demonstrating a positive customer service orientation with both internal and external clients.
- Performing responsible and difficult administrative support duties involving the use of independent judgment and personal initiative and resourcefulness.
- Researching, compiling, analyzing, and interpreting data.
- Preparing clear, concise reports, correspondence and memoranda.
- Typing and entering data, taking and transcribing dictation at a speed necessary for successful job performance.
- Planning and organizing work to meet changing priorities and deadlines.
- Applying appropriate oral and written communication techniques to various individuals.
- Working cooperatively with other departments, Agency officials, and outside agencies.
- Interpreting and applying applicable federal, state, and local policies, laws, and regulations as it pertains to assigned area.
Physical Demands / Work Environment:
Sound Transit is an equal employment opportunity employer. No person is unlawfully excluded from employment action based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status or other protected class.
- Work is performed in a standard office environment.
- Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 25 pounds.
- The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)