Senior Executive Assistant

Salary and Benefits Salary range is $25.48/hr to $71.63/hr with a midpoint of $48.56/hr. New hires typically receive between minimum and midpoint, however, we may go slightly higher based on experience, internal equity and market. Sound Transit also offers a competitive benefits package with a wide range of offerings, including: Health Benefits: 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; 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: Competitive salaries based on market rates and internal equity. In addition to compensation and benefits, we provide work‑life balance, professional development opportunities and recognition from colleagues. This is a term-limited position with an expected position duration of 5 years. General Purpose Under general supervision, the Senior Executive Assistant provides a full range of comprehensive administrative office support to an executive director of a department or similar level, requiring specialized technical/administrative knowledge and the exercise of initiative, independent judgment, and decision making. The role focuses on administrative tasks more than purely clerical duties, with strong accountability for results, and involves serving as liaison for programs, policies, procedures, and assigned functions for the department; coordinating the executive director’s schedules, meeting calendars, departmental process flow, budget development, quarterly budget reporting, purchasing and financial issues, and contracts. The assistant may also lead assigned projects, coordinate communications with other agency departments, divisions, and outside agencies, prepare department status reports, and support personnel processes for the department. Essential Functions Serve as the first point of contact between the department/program and external entities; receive inquiries and complaints, respond to sensitive requests, gather information, and prepare letters, reports or memoranda on complex issues. Collect and compile statistical, financial, and other information for a variety of reports. Perform and/or coordinate administrative/technical duties for an executive director or similar level position; research and compose documents and/or correspondence for review/signature; prepare selected correspondence, manuals, and reports; review and check documents and records for accuracy, completeness, and conformance with applicable rules and regulations; prepare and file legal pleadings; assist in preparing agendas, notices, minutes, announcements, applications, and resolutions; prepare the executive director for meetings by ensuring support materials; provide daily meeting schedule printouts; and coordinate all meeting logistics, car reservations, directions, room reservations, equipment, beverages, and meals. Perform administrative support duties such as maintaining meeting calendars; sorting and distributing department and executive director mail; taking and transcribing minutes; coordinating and monitoring defined projects and activities; maintaining records of departmental expenditures; assisting in the preparation of department budget estimates; compiling statistical, financial, and other information for special or periodic reports; managing departmental contract processes; initiating and troubleshooting invoice payments and change orders; processing agency‑wide dues/memberships; and providing financial troubleshooting. Ensure department administrative functions run smoothly; provide direct support to the executive director’s office activities and functions; assist staff when needed; manage a variety of office equipment; address business machine issues; utilize computer applications and software packages; oversee the ordering of supplies and stocking; update and maintain databases; perform special assignments such as research, gathering records for public disclosure, and providing documents for construction claims or litigation; manage project deadlines and file information for condemnation or cost‑recovery projects; liaise with outside counsel; coordinate personnel processes; handle confidential employee information; ensure new employees receive necessary equipment and training; basic training of new administrative support staff; maintain and update the department training notebook; coordinate staff travel; and manage the executive director’s office organization and filing, including highly sensitive files. Also maintain SharePoint site organization and updates; plan and organize department events. Oversee the operation of the department office and recommend efficiencies; maintain complex filing systems; monitor effectiveness of current office procedures and determine necessary changes; write office management procedures; guide and train support staff; and coordinate department office space planning to ensure cubicle space for employees, consultants, and auditors. Provide support to the Executive Director and others as assigned; serve on committees; attend professional group meetings; stay aware of new trends and developments; incorporate new developments; ensure consistent application of processes, policies, and practices; ensure compliance with all applicable laws, agency policies, and procedures. Champion and model Sound Transit’s core values and demonstrate value‑based behaviors in everyday interactions across the agency. Contribute to a culture of diversity, equity, and inclusion in alignment with the Equity & Inclusion Policy. Follow agency safety rules, regulations, and procedures for assigned duties, which may include systems, operations, or other employees. Integrate sustainability into everyday business practices. Perform other duties as assigned. Minimum Qualifications Education and Experience: Bachelor's degree in Business Administration or a closely related field. Four years of experience providing administrative support functions for an executive level director or similar level in a large department or organization, including coordinating schedules, budget/procurement, and special projects; or an equivalent combination of education and experience. Required Knowledge and Skills: Operational characteristics, services, and activities of assigned functions, programs, and departmental operations. Work organization and office management principles and practices. Processes, procedures, and practices of budget preparation and administration. Principles and practices of fiscal, statistical, and administrative research and report preparation. Customer service and public relations methods and techniques. Pertinent federal, state, and local laws, codes, and regulations. Basic principles and practices used in establishing and maintaining files and information retrieval systems. Communication techniques and strategies to facilitate responding to inquiries and routing calls and customers to the appropriate staff member. Administrative practices for office management. Basic bookkeeping practices. Basic mathematical principles. Methods and techniques of proper phone etiquette. Basic principles of business letter and report writing. Principles and procedures of record keeping. English usage, spelling, grammar, and punctuation. Modern office procedures, methods, and equipment including computers and computer applications such as word processing, spreadsheets, and statistical databases. Utilizing personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports. Establishing and maintaining effective working relationships with other department staff, management, vendors, outside agencies, community groups, and the general public. Interpreting and administering policies and procedures sufficient to discuss, resolve, and explain them to staff and other constituencies. Understanding the organization and operation of the Agency and of outside agencies as necessary to assume assigned responsibilities. Applying principles and practices specific to the department and area of assignment. Demonstrating a positive customer service orientation with both internal and external clients. Performing responsible and difficult administrative support duties involving the use of independent judgment and personal initiative and resourcefulness. Participating in the preparation and administration of assigned budgets. Researching, compiling, analyzing, and interpreting data. Preparing clear, concise reports, correspondence, and memoranda. Implementing and maintaining filing systems. Typing and entering data, taking and transcribing dictation at a speed necessary for successful job performance. Planning and organizing work to meet changing priorities and deadlines. Applying appropriate oral and written communication techniques to various individuals. Working cooperatively with other departments, agency officials, and outside agencies. Interpreting and applying applicable federal, state, and local policies, laws, and regulations as they pertain to the assigned area. Physical Demands / Work Environment: Work is performed in a standard office environment. This position will be expected to work four days per week in the office. 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. #J-18808-Ljbffr SoundTransit