Executive Assistant

Job Description

Job Description

** Job description **

INTRODUCTION

A & Associates is a reputable staffing agency with a proven track record in screening and recruiting as well as job placement and career development. With more than ten (10) offices throughout the United States, A & Associates is a company that can be trusted to provide a diverse level of services with excellence, diligence and integrity. “Quality In Everything We Do” is far more than our mantra, it is our standard!!

Explore a career with A & Associates, one of the leading providers for temporary, temp-to-hire, permanent placement services and security guard services.

EXECUTIVE ASSISTANT TO THE CHIEF EXECUTIVE OFFICER (CEO)

** Department: ** Executive Office
** Reports To: ** Chief Executive Officer

Position Summary

The Executive Assistant to the Chief Executive Officer (CEO) provides high-level administrative, operational, and strategic support to ensure the efficient and effective functioning of the CEO’s Office.

This position serves as a critical liaison among the CEO, Board of Directors, executive leadership, employees, external partners, and community stakeholders. The Executive Assistant manages complex and sensitive matters with a high degree of discretion, professionalism, confidentiality, and sound judgment.

The successful candidate must be highly organized, proactive, adaptable, and capable of managing competing priorities in a fast-paced, deadline-driven environment. The position requires exceptional communication skills, attention to detail, and the ability to anticipate needs and facilitate timely execution of organizational priorities.

Essential Functions and Responsibilities

Executive Support and Coordination

• Manage and prioritize the CEO’s calendar, appointments, meetings, and commitments in alignment with organizational priorities and strategic initiatives.
• Coordinate and prepare materials for Board of Directors meetings, executive sessions, leadership meetings, and other high-level engagements.
• Anticipate the CEO’s needs and proactively address scheduling conflicts, competing priorities, and time-sensitive matters.
• Prepare reports, presentations, briefing materials, correspondence, talking points, and other documents on behalf of the CEO.
• Monitor deadlines, commitments, and follow-up activities requiring the CEO’s attention.
• Maintain accurate and organized records of CEO-related activities and documentation.

Confidentiality and Governance Support

• Maintain strict confidentiality concerning sensitive and privileged information, including Board matters, litigation, negotiations, personnel actions, real estate transactions, and other confidential organizational matters.
• Support Board governance processes, including communications, meeting logistics, agendas, materials, documentation, and follow-up.
• Coordinate the timely distribution and collection of confidential Board and executive materials.
• Maintain appropriate document control and ensure CEO-related records are accurate, complete, current, and readily accessible.
• Exercise sound judgment regarding sensitive information and determine appropriate levels of access and communication.

Communication and Stakeholder Engagement

• Serve as a professional liaison between the CEO’s Office and internal departments, Board members, executive leadership, external partners, vendors, community stakeholders, and members of the public.
• Facilitate clear, professional, accurate, and timely communication on behalf of the CEO.
• Screen and prioritize telephone calls, emails, correspondence, invitations, and other communications.
• Draft and coordinate responses and correspondence as appropriate.
• Build and maintain effective working relationships with individuals at all levels of the organization and with external stakeholders.
• Represent the CEO’s Office with professionalism, courtesy, discretion, and responsiveness.

Operational and Administrative Management

• Coordinate complex domestic and/or business travel arrangements, including transportation, accommodations, itineraries, meeting logistics, and related documentation.
• Manage incoming correspondence and communications, determining appropriate priority, routing, and follow-up.
• Coordinate executive meetings, special events, conferences, and other high-level engagements.
• Track action items, assignments, and commitments and follow up with responsible parties to ensure timely completion.
• Support special projects, organizational initiatives, and assignments that have strategic or operational impact.
• Conduct research, compile information, and prepare summaries or briefing materials as requested by the CEO.
• Maintain organized electronic and physical files in accordance with applicable policies and records requirements.

Logistics and Executive Mobility

• Provide transportation support for the CEO to meetings, events, and other business-related activities, ensuring safety, punctuality, professionalism, and discretion.
• Maintain CEO vehicle readiness, including routine inspections, fueling, cleanliness, and coordination of routine service or maintenance.
• Coordinate local delivery, retrieval, and transportation of business-related materials, documents, and other items.
• Exercise appropriate judgment regarding transportation logistics and changing schedules or circumstances.

Strategic and Organizational Awareness

• Serve as a “barometer” for organizational climate by remaining attentive to emerging issues, concerns, operational challenges, and stakeholder needs.
• Communicate relevant observations and emerging issues to the CEO in a timely, factual, and appropriate manner.
• Demonstrate sound judgment and decision-making when addressing high-pressure, sensitive, or ambiguous situations.
• Proactively identify opportunities to improve processes, communication, efficiency, and effectiveness within the CEO’s Office.
• Support organizational initiatives consistent with CAT’s mission, values, policies, and operational goals.

Supervisory and Operational Authority

This position has no direct supervisory responsibility .

The Executive Assistant is expected to exercise appropriate independent judgment within established policies, procedures, and delegated authority and to escalate matters requiring executive-level direction.

Compliance and Regulatory Responsibilities

• Comply with all CAT policies, procedures, directives, and applicable employment requirements.
• Complete all required training and maintain compliance with applicable laws, regulations, and organizational requirements.
• Support adherence to Federal Transit Administration (FTA) and Department of Transportation (DOT) requirements, as applicable to assigned duties.
• Follow all applicable safety, security, confidentiality, records-management, and operational procedures.
• Immediately report safety, compliance, security, or other significant concerns through appropriate channels.

Minimum Qualifications

Education and Experience

• High school diploma or equivalent required.
• Bachelor’s degree in business administration, public administration, communications, or a related field preferred.
• Demonstrated experience providing administrative, executive, or operational support to senior executives, C-suite leaders, government officials, or comparable organizational leaders.
• An equivalent combination of education, training, and progressively responsible executive-level administrative experience may be considered.

Technical Proficiency

• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Demonstrated ability to use electronic scheduling, calendar management, document management, and digital communication systems.
• Familiarity with professional communication platforms and social media tools.
• Ability to learn and effectively use organizational systems, databases, and technology platforms.

Knowledge, Skills, and Abilities

The successful candidate should demonstrate:

• Exceptional organizational and time-management skills.
• Ability to manage multiple priorities, deadlines, meetings, and competing demands simultaneously.
• Strong problem-solving, analytical, and decision-making skills.
• Excellent written and verbal communication skills appropriate for an executive environment.
• Exceptional attention to detail and accuracy.
• High level of discretion and demonstrated ability to protect confidential information.
• Strong interpersonal skills and the ability to establish trust and credibility with diverse stakeholders.
• Ability to anticipate needs, identify potential issues, and take appropriate proactive action.
• Self-direction, resourcefulness, adaptability, and initiative.
• Ability to remain composed and professional in high-pressure or rapidly changing situations.
• Ability to exercise sound judgment when handling sensitive, confidential, or ambiguous matters.
• Ability to meet deadlines and consistently deliver high-quality work.
• Ability to represent CAT and the CEO’s Office professionally in internal and external interactions.

Core Values

The Executive Assistant to the CEO is expected to model and uphold the core values of Chatham Area Transit Authority in all interactions and responsibilities.

Integrity & Accountability

Demonstrates honesty, ethical conduct, accountability, and professionalism. Maintains confidentiality and ensures accuracy in communications, records, and documentation.

Professional Excellence

Maintains high standards of quality, accuracy, timeliness, organization, and continuous improvement.

Customer & Stakeholder Focus

Provides responsive, respectful, and professional service to the Board of Directors, employees, community partners, external stakeholders, and the public.

Collaboration & Respect

Develops positive and respectful working relationships across all levels of the organization and works collaboratively to accomplish organizational goals.

Responsiveness & Reliability

Demonstrates urgency, dependability, proactive follow-through, and consistent responsiveness to organizational needs.

Safety & Compliance

Supports and promotes a culture of safety and compliance with CAT policies, procedures, FTA requirements, DOT regulations, and applicable laws.

Innovation & Initiative

Identifies opportunities for improvement and takes appropriate initiative to enhance the efficiency and effectiveness of the CEO’s Office and the organization.

Physical Demands

The position requires the ability to:

• Sit, stand, and walk for extended periods.
• Use hands and fingers for computer, telephone, document, and office-related activities.
• Communicate frequently by telephone, email, video conference, and in person.
• Travel locally and occasionally as required for business activities.
• Lift, carry, or transport business materials as reasonably required by assigned duties and within applicable safety guidelines.

EEO STATEMENT

A & Associates, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Company Description

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