Executive Assistant

Executive Assistant

The Executive Assistant will provide administrative support to the Chief Executive Officer and the management team and assist with the administrative functions of our office. Responsibilities include administrative tasks as assigned including scheduling and coordinating meeting agendas, taking and disseminating meeting minutes, coordinating travel, managing calendars, maintaining and managing critical documents, managing and coordinating events, monitoring office supplies and equipment, and other administrative duties as assigned. The ideal candidate will be a self-starter that anticipates the needs and works ahead of the leadership team, possesses excellent communication skills, has strong attention to detail, and thrives in a fast-paced environment. Irregular hours may be required.

SouthWest Transit is an award-winning Transit agency serving the SouthWest Twin Cities area through bus, on-demand rideshare, and shuttle services. The agency is committed to serving the needs of their customers through diverse and innovative transit solutions that build community and connect customers from where they are to where they want to go.

Mission:

We provide a premium experience for the southwest Twin Cities through safe, reliable, and cost-effective transit that builds community and connects our customers from where they are to where they want to go.

Vision:

SouthWest Transit is the leading provider of innovative transit solutions that improve livability and enhance economic opportunity in the communities we serve.

Essential Duties & Responsibilities

• Implement and maintain efficient office procedures, ensuring compliance with company policies and procedures.
• Provide general support and assistance to the leadership team, including but not limited to calendar management, financial reporting for p-card purchases, travel arrangements, meeting coordination, and general office administration.
• Manage incoming and outgoing mail.
• Maintain filing system for policies, contracts, standard operating procedures, and other critical documents.
• Monitor and maintain office supplies and equipment and work with purchasing to ensure sufficient inventory levels for necessary office supplies and equipment.
• Plan and implement team activities and in-office events.
• Prepare reports, presentations, and other documents as requested by management.
• Takes notes and minutes during required meetings.
• Other duties as assigned.

Minimum Qualifications

• Associate degree in business administration, management, or a related field or commensurate experience.
• Minimum of 4 years of experience in office administration and/or administrative assistance.
• Demonstrated ability to be self-directed, and work independently as well as part of a team.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Strong problem-solving skills and attention to detail.
• Excellent communication skills, both verbal and written.
• Proficiency in using office software and systems, including MS Office Suite (Word, Excel, PowerPoint) and email management tools.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to attend commissions meetings outside normal working hours 1-2 times per month.
• Embraces SWT values of Purpose, Integrity, Continuous Learning, Innovation, Belonging and Accountable.

Physical Demands & Working Conditions

Work is indoors in a normal office environment. Occasional lifting of fifteen pounds or less is required. Requires a high attention to detail or deadlines between 45% and 70% of the time. A typical workday involves about 85% of the time spent sitting and about 50% or more of the time using a keyboard. A significant amount of time is spent handling paper and maintaining files. Occasionally drives to the bank to make deposits.

Benefits

• Health, Dental, and Vision Insurance
• Pension plan: PERA (employer contributions vest after 3 years!)
• PTO: 21 Days Off Per Year!
• Flexible Spending Account
• Health Savings Account
• Life and AD&D Insurance and Voluntary Life and AD&D Insurance
• Voluntary 457 and (Roth) retirement plans
• 11 Paid Holidays
• 2 Floating Holidays
• Long-term Disability Income (60% of base rate of pay)
• Tuition Reimbursement
• Professional Development Assistance
• Employee Assistance Program