Sr. Executive Assistant (Operations)

Job Title

Hampton Roads Transit is looking for dynamic, customer service oriented, and energetic people to become part of a committed team providing excellent and effective public transportation to the Hampton Roads region. We offer unmatched benefits and competitive wages in a stimulating and rewarding environment.

Hourly Wage: $24.08 - $30.10

Essential Job Functions

• Serves as Sr. Executive Assistant to the Chief Transit Operations Officer.
• Serve as an active member of the Operation's Senior Executive Team.
• Prepares a variety of correspondence, reports, memoranda, and other documents.
• Performing telephone services for the COO including answering phone calls, placing calls, taking messages, etc.
• Proofs/edits documents to ensure an accurate final product.
• Exercise discretion and integrity regarding the confidentiality of organizational matters including proper storage of sensitive information.
• Maintain the Chief Transit Operations Officer's calendar and agenda.
• Assist with the scheduling of meetings and making appointments.
• Request checks following established organization procedures; this will include obtaining the necessary approvals for expenditures.
• Responsible for department travel to include: obtaining proper approvals, booking hotels and airfare, obtaining per-diem, collecting all receipts in order to close out the travel request and prepares Travel Expense/Reimbursement forms.
• Provides administrative support to the Operations and Oversight Committee which includes preparing meeting notices and agendas for regularly scheduled meetings of the Committees, meeting set-up, recording, and transcribing meeting minutes, maintaining Commission files and other public documents.
• Responsible for acting as back-up to the Sr. Executive Administrator to the CEO.
• Responsible for acting as back-up to the Executive Administrator to the CEO for the monthly TDCHR Meeting.
• Responsible for maintaining departmental budget.
• Designs and implements Operations administrative procedures by establishing standards; measuring results against standards; making necessary adjustments.
• Responsible for Travel Card purchases and monthly reconciliations.
• Responsible for ordering department office supplies.
• Prioritizing all assigned work and ensuring that all deadlines are met.
• Operating a computer and other related devices to produce a variety of correspondence, reports, memoranda, and other documents.
• Manage records created and received in compliance with the Hampton Roads Transit Records Management Policies and Procedures.
• Responsible for coordinating the records management effort within the department.
• All other duties as assigned.

Required Knowledge, Abilities and Skills Essential to Job Functions

Position requires a thorough knowledge of standard office procedures and an understanding of organizational functions and procedures as prescribed by management; must have knowledge of and skill in conducting general research and analysis; must have the ability to establish and maintain effective working relationships with the Board of Commissioners, Commission Counsel, City Managers, elected officials, local and state government officials, all employees, union officials, and public and private organizations; must have effective written and oral communication skills; must demonstrate understanding that service and courtesy are of paramount importance in assisting citizens and employees; requires high level of patience, diplomacy, tact, and courtesy; work is of a complex and highly confidential nature.

Records Coordinator

Serve as the Departmental Records Coordinator with responsibility for organizing and maintaining departmental files in accordance with all of HRT's Records Management Policies and Procedures; preparing documents for imaging by designating file code information and forwarding to Records Management; maintaining (archiving/storage) and disposing of records in accordance with the approved HRT Records Retention and Disposition Schedules; attending regular information and training meetings; and providing information to the department Chief Officer and all department members on records management including paper, electronic records, photos, news articles, and other items.

Required Software Knowledge and Skills Essential to Job Functions

Proficiency in using computer systems and the listed software applications associated with performance of assigned work is essential. Basic problem-solving skills associated with software applications used is expected. Software usage relevant to job duties will be evaluated.

Software applications:

Experience with Microsoft Word, Outlook, and Excel or other spreadsheet; Internet; experience with PowerPoint or equivalent preferred.

Safety Responsibility

Perform all job duties and responsibilities in a safe manner to protect one's self, fellow employees, and the public from injury or harm. Promote safety awareness and follow safety procedures and policies. Take an active part in reporting unsafe conditions and any hazards within the workplace to their Supervisor, Manager and/or the Safety Department.

Training and/or Education

Minimum requirements include completion of standard high-school courses or GED; advanced degree or additional business and/or secretarial training preferred; must successfully demonstrate good oral and written communication skills.

Required Experience

Significant experience as an Administrative or Executive Secretary reporting to a CEO or an Executive–level department head or equivalent

Licenses or Certificates

Possess a valid Driver's License. Acquire a Virginia Driver's License within 60 days after the date of hire (in instances when an out of state license is not the applicant's current state of residence).

Special Requirements

This position is classified as non-essential personnel.

FLSA Status

Non-Exempt

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Unusual Demands

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work involves meeting multiple demands on a timely basis. Must work outside regular business hours as required.

HRT is proud to be an Equal Opportunity Employer. If you need reasonable accommodations to complete the HRT employment application and/or the interview, contact HRT Human Resources at (757) 222-6000 or email careers@hrtransit.org.