Executive Assistant to VP Specialized Transit Services

Basic Function

Provides advanced, diversified, confidential administrative support to the Chief or Vice President. Discretionary handling of confidential information is an important aspect of this job. Performs duties in a safe, efficient manner and in compliance with all applicable rules and safety procedures.

Responsibilities and Specific Duties

• Prepares correspondence, memos, letters, and reports.
• Initiates routine and some non-routine correspondence and memoranda.
• Provides administrative support to the METRO pool car fleet, ensuring that drivers are authorized according to METRO guidelines, all drivers have documented approval, and maintains accurate vehicle use records.
• Screens telephone calls and visitors and resolves routine and complex inquiries.
• Opens and sorts mail.  Routes mail requiring action to appropriate person.
• Establishes, monitors and follows-up on suspense items requiring approval.
• Schedules and maintains calendar of appointments, meetings and travel itineraries and coordinates related arrangements.
• Maintains office filing/records system according to METRO’s file retention program.
• Maintains department procedures and guidelines.
• Maintains office supply inventory.  Initiates requisitions for standard and non-standard items.
• Interacts with all levels of management including Board members.
• Prepares documents for account expenditures and determines expense allocations.
• Ensures accuracy and proper documentation of staff expense reports.
• Compiles and prepares travel and administrative account reports.
• Utilizes the assistance of one or more lower-level Executive Assistants on projects as needed.
• Provides excellent customer service to METRO internal and external customers.
• Applies SMS (Safety Management System) methods and principles in daily routine and supports all aspects of the agency’s Public Transportation Agency Safety Plan (PTASP).
• Promotes safety awareness and follows safety procedures to reduce or eliminate accidents.
• Performs other job-related duties as assigned.
   

Education Requirement

High school diploma or GED is required. Additional specialized/technical training and/or college is preferred.

Years & Experience Required

Minimum six (6) years progressively responsible administrative support experience.

Knowledge & Skills Required

Working knowledge of Word and Excel (Microsoft Office).  Sound judgment and organizational skills. Excellent verbal and written communications skills. Certified Professional Secretary (CPS) designation preferred. Accurate typing skills; typing 60-65 wpm preferred.

Additional Information

The Metropolitan Transit Authority of Harris County, Texas has a zero tolerance drug and alcohol policy for all employees. All internal and external applicants will be required to undergo drug testing before employment and will be subject to further drug and/or alcohol testing throughout their employment.

Further, employees who perform safety-sensitive functions will submit to drug and/or alcohol testing in accordance to the Department of Transportation (DOT) and the Federal Transit Administration (FTA) regulatory requirements.

We provide equal opportunity to all qualified individuals regardless of race, color, religion, age, sex, national origin, veteran status, genetic information or disability.