We're seeking a Senior Executive Administrative Assistantto support our newChief Strategy and Planning Officer (CSPO) andplay a pivotal role in building an all-new Strategy Office dedicated to shaping the future of public transit in the Portland-Metro Region. This role offers a unique opportunity to support an impactful leader and be part of a transformative effort that will drive innovation across our organization and industry.
The successful candidate will provide high-level executive support to our CSPO, manage complex and fast-changing schedules (do you like puzzles?), coordinate multiple projects and events, and ensure seamless communications for the office. Responsibilities will include improving our internal administrative processes and managing budget, performance, and reporting data and information. You'll also play a key role with project-based support, training and coordination of temporary staff or interns, and assist in tracking and implementation of key departmental goals.
We are looking for someone who thrives under pressure, enjoys constant learning, and excels in fast-paced, ever-changing environments. The ideal candidate will have exceptional organizational skills, high proficiency in the MS Office Suite, and the ability to craft professional documents and visuals with ease. You'll bring an intellectual curiosity mindset, a passion for strategy, problem solving, and operational excellence. This position requires exceptional communication skills at all levels, attention to detail, and a strong desire to support the success of others and live by agency values.
This role requires being onsite at TriMet's Downtown HQ five (5) days per week.
Forbes Magazine recently ranked TriMet as one of the top five places to work in Oregon! TriMet is ranked the number one Oregon-based employer in the state, as well as the top "Transportation and Logistics" employer in the state.
Essential Functions:
1. Provides high-level executive administrative support for the CSPO, including managing a dynamic, multifaceted schedule/calendar in a fast-paced environment. Maintains the office calendar and a longer-term strategic calendar of major upcoming events, meetings, travel, and forward thinking priorities. Schedules, communicates, and coordinates on-site and off-site meetings with key internal and external contacts, including logistics of outside entities such as food service. Coordinates all leadership team meetings and retreats, and helps track and manage cascading vision, mission, and goals for the office/team. Ensures seamless communications for the office.
2. Works closely with the CSPO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a barometer having a sense for the issues taking place in the environment and keeping the CSPO updated. Anticipates CSPO needs in advance of meetings, conferences etc. and ensures materials are provided by necessary parties in advance.
3. Prepares, reviews, confirms, and monitors budget for CSPO. Approves appropriate expenses, purchases and reimbursements per division budget. Creates and maintains financial records which may include preparing forms; verifying appropriateness and accuracy of charges; processing and reconciling expenses, accounting transfers, and/or appropriation changes; updating financial transaction spreadsheets and databases. Generates summary reports and statistics. Maintains accounting balances for grants/contracts.
4. Manages CSPO calendar which may include complex scheduling arrangements involving multiple parties and conferences, travel, etc. Sets-up and cancels meetings based on knowledge of subject and attendees. Coordinates multiple projects, large scale and/or complex events and ensures that all logistics such as advertising, registration, speakers, travel arrangements, venues, catering, technology, etc. have been completed.
5. Screens and prioritizes incoming calls; provides information via phone, e-mail, etc. May represent supervisor as directed.Responds to inquiries and may provide basic interpretation of policies and procedures. Researches information to resolve problems or issues as related to inquiries.
6. Prepares and maintains files. May serve as Divisional Records Governance Liaison in accordance with TriMet's Records Governance Policy.
7. Interfaces with high level internal and external contacts. Prepares detailed and sensitive correspondence and inquires, and provides communication on behalf of the CSPO, requiring considerable discretion and initiative.
8. Creates forms, charts, tables and spreadsheets involving data manipulation from one or multiple sources; performs intermediate-level analysis, which includes basis statistics and math. Data entry of information into spreadsheets and databases. Runs reports from spreadsheets and databases.
9. Leads any assigned administrative staff, including interns. Manages the development and implementation of organizational projects and programs, including providing guidance and direction to staff, and development of work plans, timelines, and resource allocation. Monitors progress to ensure objectives are met.
Position Requirements:
A minimum of a Bachelor's Degree is required with a Bachelor's Degree in business or public administration being preferred.
A minimum of four (4) years of experience are required.
Four (4) years of professional administrative experience supporting an executive are required.
Or any equivalent combination of experience and training.