Senior Executive Assistant to the Chief Financial Officer

Administrative Assistant

This position is responsible for providing professional and administrative support to the office of the Chief Financial Officer (CFO) of the Nashville Metropolitan Transit Authority and Regional Transportation Authority of Middle Tennessee as well as support to DTO Board. This position is responsible for handling time sensitive and confidential material, in support of the management reporting to the Operations division, as needed. The successful candidate will be expected to become familiar with a variety of operational concepts, practices and procedures, within a reasonable amount of time and training. Effective communication via phone and email is essential, ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others and should rely on experience and judgment to plan and accomplish goals, as a wide degree of creativity and flexibility is expected.

Tasks

The job profile is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, and/or new ones may be assigned at any time with or without notice.

• Performs administrative duties including but not limited to:
• Provides executive management calendar oversight, including coordination of meetings, conference calls and daily travel arrangements. Handles special event/conference hotel and flight arrangements as needed.
• Receives and distributes mail, interoffice memos and materials, certification of postal mail related to the CFO.
• Handles supply and timecard management, general notetaking, meeting minute transcription as it relates to DTO Board and correspondence formatting.
• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
• Schedule the CFO's calendar and arranges meeting logistics.
• Assists the other chief executive officers as needed.
• Schedules various meeting rooms for CFO's and third party approved requests.
• Assists the CFO in the timely management of all insurance payments and tracks follow-up as necessary.
• Receives all documents for signature for the CFO and reviews as necessary.
• Attends all meetings of the Nashville MTA and the RTA Boards and their committees.
• Back up for Chief Executive Officer's Administrative Assistant the MTA/RTA Board staff liaison.
• Coordinates meetings on behalf of the CFO with staff; MTA and RTA Boards and Board members; community leaders; local, state, and federal government officials.
• Provides travel arrangements including travel, conference registrations, and hotel reservations.
• Prepares travel expense reports for CFO for signature of CEO.
• Assists with other departments travel arrangements as needed.
• Anticipates the needs of the CFO and adapts to last minute changes.
• Schedules meetings annually for APTA and TPTA Day on the Hill in Washington, DC and local.
• Coordinates the publication and distribution of the monthly committee and board books for MTA/RTA as it relates to the CFO reports.
• Attends and transcribes DTO Board minutes.
• Orders and distributes offices supplies for the accounting, planning, customer care, HR and IT departments.
• Prepare requisitions for signature and payment.
• Serve as back up to other administrative assistants when needed
• Performs assigned duties for special projects:
• Compiles monthly statistical data and agenda items in preparation for Board of Directors meetings and/or other advocacy groups as assigned. Ensure accuracy of these reports, in coordination with submitting departments.
• Assists in running of the monthly Safety Risk Management Committee.
• Drafts correspondence and memos for review of CFO/upper management prior to post.
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; participating in professional organizations.
• Provides support for transit committees/boards and advocacy groups as assigned. Prepares meeting notes and minutes, including dictation and transcription of meeting minutes.
• Responsible for reconciling and submitting expense and invoicing reports for the office of the CFO.
• Develops drafted materials and basic design graphic layouts including PowerPoint presentations, letters, faxes and forms as needed.
• Helps organize and coordinate special events, such as employee/agency sponsored activities.
• Perform other tasks as assigned by management.

Minimum Qualifications

Years of Experience - 5 years' experience in an administrative role in executive offices

Education - Any combination of education, training, and experience equivalent to: Associates degree in business/public administration, operations/administrative management, journalism, marketing or related field for study

Additional Requirements - Work for long periods of time in front of a computer and work overtime as needed

Skills

• Perform arithmetic calculations, receive and count cash, and accurately report figures
• Ability to maintain confidentiality and handle sensitive information.
• Ability to focus on detail and meet deadlines.
• Ability to work with all levels of management and staff.
• Problem-solving skills.
• Interpersonal and customer service skills.
• Organizational and time management skills.
• Excellent verbal and written communication skills.
• Work with little supervision and self-motivate when working alone.

Knowledge

• Computers and Software (Microsoft Office applications)
• General Time and Attendance software and management applications
• Office Equipment (printers/copy machines, fax machines, camera equipment)
• Telephone Systems and Software
• English grammar and English composition

Work Content

Davidson Transit Organization, Employment unit of WeGo Public Transit is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations.

Physical Demands

The employee sometimes climbs, balances, stoops, kneels, crouches, and/or crawls.

The employee regularly stands, walks, sits, uses hands to finger handle, and/or feel, reaches with hands and arms, talks, and hears.

Lifts Weight or Exerts Force Work Environment

The employee occasionally lifts up to 10 pounds.

Visions

Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

The employee is rarely exposed to outdoor weather conditions.