Executive Assistant Job at Central Ohio Transit Authority in Columbus

Join the organization that received Outstanding Public Transportation System Achievement Award from the American Public Transit Association in 2018 & 2020!

Central Ohio Transit Authority (COTA) is central Ohio's public transportation provider, providing nearly 19 million passenger trips per year servicing Franklin County and parts of Delaware, Fairfield, Licking, and Union counties. Guided by our 2019-2024 Strategic Plan, our vision is to move every life forward. Our mission is to provide solutions that connect people to prosperity through innovation, dedication and teamwork.

Salary: $63,054 - $72,818

Location: 33 N High St, Columbus, OH

Benefits: COTA offers competitive benefits including: supplemental insurance, life insurance, paid parental leave, employee discounts, employee bus pass; wellness initiatives, on-site cooking classes & chair massages, on-site Health Coaches & Dietitians, and retirement benefits through OPERS & Ohio Deferred Compensation.

Position Summary:

Provides responsible, proactive, detail-oriented, organized clerical and administrative support to the Chief of External Relations. Supports broader External Relations leadership team with administrative needs. Plays critical role in ensuring excellent outcomes for the External Relations team, helping to ensure COTA's reputation within the community is protected and elevated. Supports team goals and outcomes, ensures division budget alignment, and supports efforts to build team growth and culture.

Performs duties in alignment with the 2019 - 2024 COTA Strategic Plan and in support of the organization's vision to Move Every Life Forward.

This Position is Responsible For:

• Serves as primary point of contact for Chief of External Relations. Manages a dynamic, multifaceted calendaring schedule for Division Chief in a fast-paced environment; prepares Division Chief for critical internal and external meetings in advance; travels with Division Chief to COTA events as necessary.
• Provides administrative support to the Division Chief and Division Directors as directed; coordinates with President's Office administrative team to ensure requests for meetings are covered; works with administrative teams of partner organizations as required.
• Serves as Administrative Liaison for External Stakeholder Relations Committee; distributes and/or generates meeting minutes, agendas and other appropriate information and materials for committees which may involve the Board of Trustees, Leadership Team, staff, political constituents, community leaders, media, vendors, and customers as needed; provides occasional administrative support for the COTA Advisory Panel pertaining to scheduling, agendas, and minutes.
• Schedules/coordinates onsite and off-site meetings; prepares correspondence/memoranda, reports and statistical documents. Develops charts, graphs, presentations and schedules from rough copy; maintains a longer-term strategic calendar of major upcoming events, travel, and forward-thinking priorities.
• Supports bi-weekly External Relations Division meeting; builds agenda and prepares technology needs; records meeting deliverables and corresponds expectations with team; coordinates quarterly off-site meetings for team at partner organizations;
• In coordination with Division Chief, monitors division budgets and works with Office of Finance to ensure budget alignment; monitors status of existing contracts and need for board action; ensures completion of financial document routing for signature and approval; orders office supplies for division.
• Leads division efforts to maintain, grow, and explore team culture, including team retreats, lunch and learns, and growth/development/team bonding opportunities.
• Partners with internal Team COTA members to gather information for upcoming meetings; prepares cover sheets to include logistics details not limited to meeting purpose, location, travel time, parking details, and participant profiles;
• Screens telephone calls, prioritizes mail, schedules appointments, and maintains a detailed schedule of meetings. Responds to all invitations, either by written correspondence or by personal telephone call. Arranges public and on-site meetings with outside entities including food and logistics;
• Supports Division Chief with email monitoring and flags pertinent messages to ensure timely responses are provided;
• Coordinates scheduling of press, interviews, and media time with Chief in collaboration with the Director of Public and Media Relations;
• Maintains extensive electronic filing systems related to critical, confidential, corporate matters including labor issues, contracts, schedules, legal relationships, and financial transactions;
• Coordinates the routing of internal documents and review time as needed by Division Chief
• Coordinates travel arrangements and travel accommodations as needed. Prepares and submits travel authorizations and expense reports; and
• Regular, predictable and punctual attendance required.
• Promotes a safe work environment of respect and inclusion for all staff and members of the community.
• Monitors Division and Division Chief's COTA procurement card; and
• Performs other duties as assigned.

At Minimum You'll Need:

• Requires five (5) years of progressively responsible experience providing administrative support at the Manager or Director level. Experience providing support to executives in higher education or government agencies preferred. An equivalent combination of education and experience will also be considered
• Microsoft Office Specialist certification preferred.

COTA is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. Equity, Diversity, and Inclusion are of core importance and essential to the success of the organization. All employment decisions are based on job needs, job requirements and individual qualifications, without regard to race, color, religion or belief, sex, sexual orientation, age, genetic information, gender identity, national origin, veteran or disability status. COTA believes that diverse and inclusive organizations gain the benefits in creating a stronger and more effective workforce resulting in services that better meet the needs of consumers and in result Move Every Life Forward.