Executive Assistant/Administrator to the President & Chief Executive Officer

Pay Range:
$56,031.00 - $92,451.00
Country:
United States of America
Address:
1401 PACIFIC AVE
City:
DALLAS, TX 75202
FLSA:
Non - Exempt
Professionals:
06 - Admin Support (EEO-4-United States of America), 6A - Secretaries and Administrative Assistants (EEO-SubCategory)
General Summary:
This position reports to the President & Chief Executive Officer and provides confidential executive, administrative, and operational support to the Office of the CEO. The position serves as a key liaison with executive and senior leadership, employees, public officials, community partners, and other stakeholders and helps ensure the timely flow of information and commitments across the organization. The individual in this role works with limited supervision, exercises discretion and independent judgment, anticipates needs, manages competing priorities, and may coordinate or provide backup support to other executive assistants or office managers, as assigned.
Essential Duties and Responsibilities:

ESSENTIAL DUTIES AND RESPONSIBILITIES:

- Provides high-level administrative and operational support to the CEO and handles sensitive and confidential matters with sound judgment, discretion, and diplomacy.

- Serves as a professional point of contact for the Office of the CEO with the Board of Directors, executive leadership, employees, public officials, business and community partners, customers, and other stakeholders.

- Manages the CEO’s calendar, priorities, appointments, speaking engagements, travel, and related logistics; anticipates conflicts and ensures the CEO is prepared.

- Provides dependable support to the CEO, including when needs arise outside regular business hours. Takes the extra steps needed to handle urgent requests, solve problems, and make sure commitments are completed.

- Coordinates executive meetings, briefings, events, and engagements, including agendas, materials, facilities, technology, catering, attendee communications, minutes, action items, and follow-up.

- Drafts, edits, and prepares executive correspondence, reports, presentations, briefing materials, talking points, and other documents for accuracy, consistency, tone, and timely delivery.

- Screens and prioritizes communications, visitors, requests, and issues directed to the CEO; responds within assigned authority and escalates matters requiring executive attention.

- Maintains executive correspondence, records, presentations, policies, and confidential files in accordance with records-retention requirements and organizational procedures.

- Keeps a record of the CEO’s decisions, assignments, deadlines, and requests; gathers information from senior leaders and departments and provides updates to the CEO as necessary.

- Coordinates travel and prepare travel authorizations, itineraries, expense reports, reimbursements, purchasing records, and other administrative documents; monitors assigned office expenses as requested.

- Supports special projects and CEO initiatives by gathering information, coordinating with internal departments and external contacts, and following up on next steps.

- Supports efficient Executive Office operations, improves administrative processes, and provides guidance or backup assistance to executive support staff as assigned.

- Follows organization policies, safety rules, ethical standards, public-records requirements, and applicable laws and regulations.

- Performs other related duties as assigned.

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

Note: An equivalent combination of related education and experience may satisfy the stated minimum qualifications, except where a license or certification is specifically required.

- Bachelor’s degree from an accredited college or university in business administration, public administration, communications, or a related field, or an equivalent combination of related education and experience.

- Five (5) years of progressively responsible administrative experience, including direct support to a chief executive officer, president, board, or comparable senior executive. Experience in public transportation, government, a regulated organization, or a complex enterprise is preferred.

- Knowledge of executive-office practices, business correspondence, meeting and records administration, travel and expense processes, and protocols for working with boards, public officials, senior executives, and external stakeholders.

- Ability to protect confidential information, make sound decisions with limited direction, recognize organizational and reputational risks, and handle sensitive matters with discretion and diplomacy.

- Strong organization, time-management, and coordination skills, with the ability to anticipate executive needs, set priorities, and manage multiple deadlines.

- Excellent written and verbal communication skills, including the ability to prepare executive correspondence, reports, presentations, minutes, and briefing materials for various audiences.

- Ability to review information, identify concerns, solve problems, suggest practical next steps, and follow up on assigned work.

- Advanced proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Teams, OneDrive, and Access, and the ability to learn planning, records-management, and other office systems.

- Ability to build trusted working relationships, collaborate across departments and organizational levels, provide responsive service, and represent the Office of the CEO professionally.

- Working knowledge of public-sector governance, procurement, ethics, records, and regulatory requirements, including Federal Transit Administration requirements or the ability to learn them promptly.

- Ability to work outside regular business hours and travel locally or regionally when required. A valid driver’s license may be required based on assignment.

- Ability to pass a medical examination, including a drug screening.

WORKING CONDITIONS:

Work is primarily performed in an office environment with minimal exposure to dust, noise, or temperature extremes. Visits to DART operating facilities may involve moderate exposure to dust, noise, weather, petroleum products, or chemicals. Employees must follow all applicable policies, procedures, safety requirements, and use required protective equipment.

Note: These statements describe the general nature and level of work performed and are not an exhaustive list of all responsibilities, duties, or required skills. Employees may perform other duties as assigned.

DART is proud to be an Equal Employment Opportunity Employer, supporting diversity in the workplace. M/F/D/V

Open until qualified applicants are identified.