Confidential Executive Assistant

This position is open to both internal and external applicants and is classified as Exempt and Non-Represented.

Pay

Annual salary range: $68,613.54 to $85,766.93 (Pay Grade N11).

About the Role

Working under general direction from the Executive Director of Legal Services, the successful applicant for this highly visible position must be able to work independently with minimal direction to manage and coordinate the daily administrative operations in the Executive Office of the Rhode Island Public Transit Authority.

Responsibilities

• Maintains the CEO’s calendar, coordinates meetings and meeting reminders, and prepares relevant materials ensuring they are organized and ready prior to meeting time.
• Performs general office duties such as typing correspondence, forms, and reports; conducting internet research and data reporting; answering telephones; filing; processing mail; copying; and faxing.
• Develops and maintains an Executive Correspondence Tracking program for the Executive Office, ensuring necessary follow-up to meet deadlines.
• Develops and updates an extensive listing of all key meetings, ensuring all participants are notified in a timely manner.
• Answers departmental telephone calls, responds to commonly asked questions, routes calls to appropriate individuals as needed, and takes and distributes messages.
• Maintains CEO office supply inventory and requisitions new supplies as needed.
• Assists in all aspects of departmental projects and performs other general office duties as required.
• Establishes and maintains effective working relationships with superiors, associates, and other individuals and groups.
• Schedules all meetings and prepares informational packages for the Board of Directors, Joint Pension Board, Executive Committee, and Financial Committee.
• Takes notes and composes minutes for all Board of Directors, Joint Pension Board, Executive Committee, and Finance Committee meetings.
• Posts notices of all public hearings and Authority meetings, including Board and Sub-Committee meetings.