Job Description

This position proactively supports the Major Capital Program Officer in managing diversified administrative projects intended to relieve the executive of administrative details, including calendar and correspondence management. It performs many high-level administrative tasks requiring a high degree of organization, attention to detail, and skills to manage multiple projects simultaneously using tact and discretion.

ESSENTIAL FUNCTIONS:

Provides administrative and project support for Special Projects, Strategic Planning, and Project Control departments. Maintains thorough knowledge of all departmental activities. You may receive tasks from one or more leaders from these departments.

Plans and manages the department leadership’s calendar for appointments, meetings, conferences, and travel. Often, we must coordinate the availability of other executives and internal and external agency staff and arrange and set up conference rooms and/or AV if needed.

Supports the administrative needs, coordinating project consultants’ meetings and activities with the VIA team under the supervision of the project manager(s),

Acts as communication liaison between department leaders and a network of administrative professionals who support leaders within various local, state, and federal governmental and non-governmental entities and consultants to promote cohesive and collaborative relationships.

Plans and coordinates professional luncheons, workshops, and seminars for the department and for project managers.

Proofreads all correspondence, communications, presentations, and briefs requiring the division leadership or project manager’s input or signature to eliminate typos and correct punctuation, grammar, and formatting errors.

Receives, reviews, prioritizes mail/e-mail, and independently prepares replies and routine communications. Composes, formats, proofreads, types, and assists in producing correspondence, memos, presentations, and other materials to be used by the division leadership.

Coordinates travel arrangements for division and department staff. Maintains meeting schedules for department staff and VIA consultants.

Support division leadership in hosting local, state, and federal officials to promote VIA projects, including organizing meals and venues, reserving vehicles, arranging project tours, and other activities as needed.

Receives visitors and answers calls, providing information and referring callers to appropriate staff. Maintains an electronic calendar, arranges meetings, coordinates complex travel itineraries, and facilitates conference calls and introductions for the Major Capital Program Officer and department leadership.

Performs special projects, including research, review or analysis of information, and development of presentations.

Prepares and tracks certified mail packages. Records easements with the county courthouse, as needed.

This job description excludes marginal functions that are incidental to performing the job. Other duties may exist.

REQUIRED EDUCATION AND EXPERIENCE:

Bachelors degree in business administration or related field and five (5) years administrative assistant, clerical, or related experience. Experience may be substituted in lieu of education on a year for year basis up to four years.

ADDITIONAL REQUIREMENTS:

Diplomatic and positive demeanor with the ability to interact successfully with various individuals and build strong relationships with VIPs and their respective assistants.

Expert computer proficiency using Microsoft Office suite of applications including Word, Excel, PowerPoint, and Visio.

Meticulous attention to detail and eye for accuracy.

Editing and proofreading copy, advanced skills in grammar and punctuation.

Proactive initiative and flexibility, accustomed to working in a fast-paced, deadline intensive environment.

Must be proficient in MS Outlook suite, in particular calendar/email, Excel, Word, and Teams.

Must be able to analyze situations, exercise sound judgment and use discretion to maintain confidentiality of sensitive materials.

Must be able to work effectively within a team and autonomously.

Must be able to maintain good public relations with division visitors and to deal tactfully and effectively with Trustees, City and County officials, prominent public figures, area stakeholders, business executives, VIA patrons and the public.

Must be able to carry out oral instructions and formulate own plan of action.

Must be able to make decisions in accordance with rules, regulations, and company policies and procedures.

Track record of delivering excellent customer service. Must be able to type with acceptable speed and accuracy.

Must be able to efficiently manage shifting priorities to meet deadlines and action items. Must be able to identify areas for improvement and provide innovative solutions.

Safety Accountability Statement:

- Employees must consider safety in all tasks performed, as well as demonstrate safe judgment and decisions that not only maintain their own safety; but that of fellow employees and customers.

- Demonstrate a professional commitment to assure compliance with all organizational policies, practices, and programs related to safety, health, and system security.

- Employees have a responsibility to identify and report hazards, as well as potentially unsafe conditions, to your immediate supervisor or Safety Department.

- Employees are responsible, and required, to stop a job/task to prevent an unsafe incident or act from occurring. This acknowledges the threat of potential injury, property damage and the opportunity for better judgment to be used.

Must comply with and support VIA’s EEO policies and procedures.

PHYSICAL REQUIREMENTS:

Physical ability required to be mobile, bend, stoop, stand, reach and occasionally lift objects weighing 5-25 pounds such as files and large reference books.

WORK ENVIRONMENTS:

Work involves deadlines and multiple priorities.

Works within normal office environment and construction sites.

Work often involves irregular hours.

May require both local and out of town travel.

VIA Metropolitan Transit is an Equal Opportunity/Affirmative Action Employer.

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