Executive Assistant- System Development

Description

• Report monthly status of division’s fiscal year budget by each department.
• Schedule public appearances for the SVP and ensure the External Affairs department is notified of same.
• Provide high-level executive support for the SVP.
• Schedule virtual and in-person meetings in behalf of the SVP and the Division staff and plan all meeting details. Send out recaps and next step action items to attendees.
• Record and prepare meeting minutes, if necessary.
• Receive incoming mail directed to the SVP and compose responses as required and/or forward the same to appropriate staff for response and follow-up.
• Respond to inquiries from the public/business community in person and by telephone concerning the Authority and its services, functions and processes.
• Allocate assignments and work to the SVP’s direct reports as deemed appropriate.
• Review and/or prepare PowerPoint presentations, agendas and other related materials for presentations at meetings, and handle the mechanics of the PowerPoint equipment and technology.
• Notarize documents for the Agency – Controls use of Corporate Seal.
• Coordinate special projects as assigned by the SVP and provide research for same.
• Communicate with the Board of Directors, elected officials, community leaders, the general public, customers and other representatives in referring calls, disseminating messages, mailings and other information. Handle special projects/information requests resulting from these contacts.
• Prepare and/or provide administrative/statistical reports for the SVP and maintain executive reporting data, seminar reports, etc., as required to ensure the Authority's progress toward achieving its objectives and goals.
• Prepare Division’s monthly report using the division’s weekly reports and input from the senior leaders and submit to Board Liaison by established deadline.
• Coordinate the research and development of materials for use by the SVP for public appearances and meetings.
• Handle and maintain the confidentiality of highly confidential documents, materials and information relating to the Authority and its Governing Board, etc.
• Arrange and organize travel for SVP and Division staff. Book travel for your Executive, including flights, transportation, and lodging.

Requirements

• Ability to work effectively with the Board of Directors, political leaders, community leaders, the general public and JTA employees in a courteous and professional manner.
• Ability to coordinate and manage projects.
• Ability to use word processing, spreadsheet and related software applications, specifically, Microsoft Word, Excel, PowerPoint, Access, SharePoint, Firefly (Oracle), and Flow Charting software.
• Ability to communicate effectively both orally and in writing, including preparing written reports and memoranda.
• Must be familiar with city, state and federal elected/appointed officials and their roles as they relate to Authority activities to effectively carry out responsibilities and respond to their requests.
• Must work well under pressure, juggling multiple tasks, projects and timelines to meet deadlines, and have excellent organization, time/project management skills.
• Familiarity with community relations and customer service initiatives.
• Must have strong analytical and problem-solving skills.
• Ability to think strategically, act independently, and be proactive with limited supervision.
• Strong interpersonal skills.
• Considerable knowledge of all laws, rules and regulations relating to the program areas within the Authority.
• High school diploma or acceptable equivalency diploma.
• Six (6) years of experience in executive administrative support, or an equivalent combination of college coursework and experience.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance