Administrative Manager- Executive Office

Salary range is $65K to $150K with a midpoint of $105K. New hires typically receive between minimum and midpoint, however, we may go slightly higher based on experience, internal equity and market.

*This position will provide onsite support for executive leadership. Limited remote work may be possible when this support is not needed*

Sound Transit also offers a competitive benefits package with a wide range of offerings, including:

• Health Benefits: We offer two choices of medical plans, a dental plan, and a vision plan all at no cost for employee coverage; comprehensive benefits for employees and eligible dependents, including a spouse or domestic partner.
• Long-Term Disability and Life Insurance.
• Employee Assistance Program.
• Retirement Plans: 401a - 10% of employee contribution with a 12% match by Sound Transit; 457b - up to IRS maximum (employee only contribution).
• Paid Time Off: Employees accrue 25 days of paid time off annually with increases at four, eight and twelve years of service. Employees at the director level and up accrue additional days. We also observe 12 paid holidays and provide up to 2 paid floating holidays and up to 2 paid volunteer days per year.
• Parental Leave: 12 weeks of parental leave for new parents.
• Pet Insurance.
• ORCA Card: All full-time employees will receive an ORCA card at no cost.
• Tuition Reimbursement: Sound Transit will pay up to $5,000 annually for approved tuition expenses.
• Compensation Practices: We offer competitive salaries based on market rates and internal equity. In addition to compensation and benefits, you'll find that we provide work-life balance, opportunities for professional development and recognition from your colleagues

GENERAL PURPOSE:

The Administrative Manager reports to the department chief of staff and supports the departments executive or cabinet member. The manager will oversee and or support the effective management of the department's activities, communication, assist in budget reporting and implementation, monitor staffing needs, hire and train administrative staff, lead direct reports, track department initiatives and report on progress for tasks as assigned, utilize technology and databases to execute work, prioritize work for the administrative team and monitor progress and coordinate requests and actions to the department and the departments executive team. They will support the department executive by serving as the central hub for communication,; Engaging in strategic scheduling tasks, coordinating critical information, and facilitating essential internal team communications to support the Executive's agenda; Is the front face of the office, providing excellent executive support while remaining calm under pressure, adaptable to change, and flexible; Staffing leadership meetings and other meetings where requested, , and working collaboratively across the executive to achieve outcomes; Establishing operational standards and leading a forum for Administrative Managers and Senior Executive Assistants, enhancing coordination across the organization; Partnering with Agency leadership to foster a success-oriented, positive, inclusive, high integrity organizational culture.

ESSENTIAL FUNCTIONS:

The following duties are a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Facilitate the effective flow of all information entering and leaving the department's executive.
• Review the Cabinet's email communications and assist in providing timely responses to inquiries sent to the Cabinet under the guidance of the COS.
• Prepare comprehensive briefings, relevant updates on outstanding projects, identify issues, develop contingencies, and suggest remedies.
• Prepare forward-looking agendas for the Cabinet in partnership with the COS.
• Work closely with the COS to keep the Cabinet well informed of upcoming commitments and responsibilities, and follow up appropriately.
• Act as a barometer, having a sense for the issues taking place in the environment and keeping the Cabinet and the COS informed.
• Assist with critical scheduling tasks and maintain insight into the Cabinet's calendar.
• Facilitate effective communication flows between the Cabinet, COS, and key stakeholders.
• Arrange travel, manage registrations, and submit expense reports.
• Purchase items on behalf of the Cabinet office and monitor budget.
• Manage and oversee special projects, ensuring timely and budget-compliant completion.
• Draft documents or conduct research to further the Cabinet's and the COS' work in programs or development.
• Oversee contract signature flow and timely turnaround in collaboration with Procurement and General Counsel.
• Assist DCEO and GCR in their activities with the Board of Directors, and support board interactions and compliance with governance standards.
• Support the COS in dealing with confidential or sensitive personnel or other organizational matters.
• Organize and support leadership meetings (and other meetings as needed), including note-taking and tracking actions.
• Collaborate across the cabinet to achieve organizational goals.
• Build and maintain positive and collaborative relationships with agency, government, and industry assistants and key staff.
• Establish high standards for administrative and operational procedures.
• Lead a forum for Administrative Managers to enhance coordination and information flow within the organization.
• Provide excellent executive support, maintaining confidentiality at all times.
• Foster a collaborative and inclusive team culture.
• Proactively solve problems and take initiative in dynamic situations.
• Undertake a variety of administrative tasks to support the dynamic needs of the Cabinet's office.
• Champions and models Sound Transit's core values and demonstrates values-based behaviors in everyday interactions across the agency.
• Contributes to a culture of diversity, equity and inclusion in alignment with Sound Transit's Equity & Inclusion Policy.
• It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.
• It is the responsibility of all employees to integrate sustainability into everyday business practices.
• Other duties as assigned.

MINIMUM QUALIFICATIONS:

Education and Experience: Bachelor's degree in Business or Office Administration or related field and four years of experience supporting C-level executives; Or an equivalent combination of education and experience.

Required Knowledge and Skills:

• Exceptional organizational and multitasking skills.
• Exceptional written, verbal, and intercommunication skills.
• Strong critical thinking skills.
• Proficient in Microsoft Office Suite and advanced enterprise communication tools.
• Experience with board administration and governance processes.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require a quick response or turnaround.
• Ability to work well within a cross-functional team environment and diverse communities.
• Ability to maintain a high level of integrity and discretion in managing confidential information.

Preferred Knowledge and Skills:

• Experience in budget management and procurement processes.
• Strong project management skills and the ability to coordinate complex projects.
• Comfortable with rapid pace and changing technology.
• Establishment of cross-functional partnerships with various departments within the organization.

Physical Demands / Work Environment:

• Work is performed in a hybrid office environment. This position will provide on-site support to executive leadership. Limited remote work may be possible when this support is not needed.
• The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.

Sound Transit is an equal employment opportunity employer. No person is unlawfully excluded from employment action based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status or other protected class.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)