Metra Exec Assist to the Exec Office in Chicago, Illinois
Exec Assist to the Exec Office
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Posting End Date:
United States of America
Administrative Support(Including Clerical and Sales)
Salary Mid Point:
Metra is one of the largest and most complex commuter rail systems in North America, serving Cook, DuPage, Will, Lake, Kane, and McHenry Counties. The agency is linking communities in Northeastern Illinois by providing safe, reliable, and efficient commuter service.
The Executive Office provides top level executive oversight for the entire organization. The office advises and informs the Board of Metra's operational and fiscal well being; establishes the organization's strategic direction for the delivery of quality service to its customers; ensures the effective management of its human capital according to current laws and regulations; recommends budgets and programs for board approval; and ensures that Metra presents a strong positive image to its stakeholders. Reporting directly to the Manager, Executive Administration, the Executive Assistant to the Executive Office will perform confidential and diverse administrative support functions of a confidential and complex nature. Complete special projects and perform general office duties including: scanning, copying, and distributing documents; making arrangements for conferences, meetings, and travel; and maintaining databases, files, and report. Receive and log correspondence or telephone calls; provide information or forward to appropriate personnel; and track to ensure urgent and priority matters are addressed in a timely and effective manner. Create and edit correspondence and documents; obtain information and prepare reports; and brief and prepare the manager for meetings. Act as an assistant Board secretary including: monitoring the Metra Board e-mail site and telephone line; transcribing and summarizing Board, CAB, and safety meeting minutes; preparing and tracking agendas for monthly board meetings; and ordering event items and preparing the Board Room for meetings. Take notes; track salient issues raised from Board meetings; and lead debriefing meetings with senior staff. Distribute electronic employee announcements and meeting information to staff and provide correct and complete information for Internet postings. Perform other projects and duties as assigned. Employees may perform other related duties as assigned to meet the ongoing needs of the organization.
Candidates can expect salary offers that range from the minimum to the mid-point of the salary range. Metra provides full pay ranges so candidate can consider their growth potential.
Metra is a railroad employer subject to the provisions of the Railroad Retirement Tax Act, not the Social Security Administration.
Associate's degree in Office Administration or related discipline, or in lieu of degree, any combination of education and/or experience equal to two (2) years.
In addition to #1 above, must have at least five (5) years of progressively responsible experience supporting management or executive level staff.
Must be able to type 40 wpm with proficiency.
Experience with calendar management, event planning, and meeting and presentation preparation, preferred.
Good knowledge of office management practices.
Good knowledge of proper grammar.
Good knowledge of records management.
Excellent verbal and written communication skills.
Excellent customer service and interpersonal skills in dealing with all levels of management, external groups, and organizations.
Excellent problem solving skills with acute attention to detail and accuracy.
Excellent organizational, analytical, and record-keeping skills.
Proficient in Microsoft Office Suite: Word, Excel, PowerPoint, Access, and Outlook.
Must exercise discretion and independent judgment in maintaining a high level of confidentiality while working with sensitive information.
Must be a self-starter with the ability to work on multiple projects with shifting priorities.
Must maintain a high level of professionalism at all times.
Ability to lift and move up to 10 pounds.
Metra is an Equal Opportunity/Affirmative Action Employer. It is our policy to fill vacant positions with qualified candidates without regard to race, color, sex, religion, national origin, age, gender identity, disability, or any protected categories, assuming an individual can perform the essential functions of the job with or without accommodation.
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