Executive Assistant I - Infrastructure - ( 2400007V )

Description

SALARY

$50,000 - $60,000

POSITION SUMMARY

Under direction, performs a wide variety of day-to-day office activities, administrative and general support duties of a highly responsible and confidential nature for the Vice President of Capital Construction. Assists in the planning and implementation of selected projects and programs necessary to meet the needs and objectives of the Infrastructure Department and the Authority as a whole. Supports all Infrastructure divisions with key projects and administrative functions as directed.

Qualifications

PRIMARY RESPONSIBILITIES

• Organizes and maintains files and correspondence, and follows up on pending communications and projects with limited direction. Drafts responses on behalf of VP/Director/GM and/or routes routine correspondence received. Communicates with various individuals and departments to spread and disseminate information for supervisor.

• Receives and refers VP/Director/GM’s visitors and telephone calls, screens inquiries, answers questions, and provides information as appropriate on behalf of supervisor. Schedules appointments and coordinates arrangements for meetings and conferences.

• Initiates, organizes, and conducts special projects assigned by VP/Director/GM. Produces complex correspondence, reports, and presentations using software for word processing, spreadsheets, and graphics.

• Executes project management strategies and functions, and works closely with other departments, as directed, related to special projects and initiatives. Communicates with Managers regarding project and initiative progress, expectations, and deadlines.

• Acts as liaison between divisions and departments (as well as other agencies, governmental organizations, and outside vendors as needed) to oversee program and initiative implementation and to meet project needs.

• Prepares activities reports and summarizes project activities and assessments as required. Designs presentations as needed to convey program content and facilitates action by senior management. Monitors and reviews the status of projects and programs to evaluate and determine effectiveness.

• Maintains contact with management team at the direction of VP/Director/GM to ensure follow up on assignments and projects to meet required deadlines and meet goals.

• Assists managers on requirements for the preparation, documentation, and submission of their budgets. Performs a full complement of budgetary functions and duties associated with all phases of the budget process, including the formulation, justification, presentation, and execution.

• Performs related duties as assigned.

MANAGEMENT RESPONSIBILITIES

Reporting to this position are the following jobs:

Job Title

None

CHALLENGES

• Maintaining a high level of confidentiality.

• Ensuring meetings for supervisor are balanced.

• Providing accurate information on behalf of supervisor.

EDUCATION/EXPERIENCE REQUIREMENTS

• Bachelor’s degree in Communications, Business Administration, Human Resources, or a related field, plus one (1) year of upper level management administrative experience, or an equivalent combination of education and experience related to the position.

• Professional certification or paralegal certification preferred.

PHYSICAL REQUIREMENTS

• Requires sitting for extended periods of time, standing, visual acumen, manual dexterity and fingering for working with computer key boards.

• Service Area Requirement: Exempt (Non-Union) employees must live within the boundaries of the CTA Statutory Service Area either at the time of employment or within 6 months of beginning employment at CTA.

KNOWLEDGE, SKILLS, AND ABILITIES

• Working knowledge of administration and secretarial practices.

• Working knowledge of principles in business letter writing and report and presentation preparation.

• Working knowledge of filing and record keeping principles and procedures.

• Advanced computer and Microsoft Office skills, (Microsoft Word, Excel, and PowerPoint), to produce correspondence, reports, and spreadsheets.

• Strong communication and organization skills.

• Strong analytical abilities and problem solving skills.

• Ability to maintain a high level of confidentiality.

• Ability to foster teamwork and experience with and interest in working in a team environment.

• Ability to manage multiple projects and to balance competing priorities and deadlines.

• Strong writing and communication skills with the capability of effectively communicating with a variety of audiences.

• Ability to meet deadlines with timeliness and accuracy.

• Ability to prioritize various projects with competing deadlines.

• Ability to perform highly complex administrative and secretarial support services.

• Ability to interpret and apply departmental policies and procedures.

• Ability to plan, organize, and schedule office priorities.

• Ability to maintain confidential files, records, and reports.

WORKING CONDITIONS

• General office environment.

EQUIPMENT, TOOLS, AND MATERIALS UTILIZED

• Standard office equipment.

• Personal computer and related software.

Additional Details: Employees and/or union members will be given priority consideration in the hiring process, per the applicable labor contracts.

Final salary will be determined in part by the qualifications of the selected candidate and may be higher or lower than target.

Applicants, if hired,must comply with CTA's residency ordinance.

CTA IS AN EQUAL OPPORTUNITY EMPLOYER

No employee or applicant for employment will be discriminated against because of race, color, creed, religion, sex, marital status, national origin, sexual orientation, ancestry, age, unfavorable military discharge, disability or any other status protected by federal, state, or local laws; except where a bona fide occupational qualification exists We are committed to providing an inclusive environment for our workforce and supporting the communities we serve. CTA will make reasonable accommodations for the known disabilities of otherwise qualified applicants for employment as well as its employees, unless undue hardship would result. If you require an accommodation in the application or hiring process, please contact arc@transitchicago.com prior to the submission of your application or upon notification of your actual test date. CTA will work with you to determine if an accommodation can be provided.

During the hiring process, CTA’s Human Resources department will contact candidates with next steps . Failure to respond to these correspondences in a timely fashion may result in your application being closed out for non-responsiveness.

Please click link below to review the benefits offered at the CTA.

_https://www.transitchicago.com/hrbenefits/_

Primary Location : USA-Illinois-Chicago

Job : Construction

Job Posting : Sep 6, 2024, 11:40:39 AM

Position Type: : Full-time Permanent (FTP)

Req ID: 2400007V