Senior Executive Assistant-Communications, Marketing & Engagement

Important information pertaining to our COVID-19 protocols, including our hybrid workforce options, can be found here.

Salary range is $24.03/hour to $48.07/hour, with a midpoint of $36.05/hour.  New hires typically receive between minimum and midpoint, however, we may go slightly higher based on experience, internal equity and market.

GENERAL PURPOSE: 

Under supervision of the Chief of Staff, provides the full range of comprehensive administrative office support work to the Chief Communications Officer (CCO), requiring the application of specialized administrative knowledge, customer focus, organization and attention to detail, initiative, independent judgment and decision making. This position is empowered to communicate on behalf of the CCO and is a liaison with regard to programs, policies, procedures and assigned functions for the Communications, Marketing and Engagement (CME) department; acts as liaison with other departments/divisions; coordinates CCO schedule and meeting calendar; coordinates their principals’ process flow; coordinates departmental budget development; coordinates purchasing and financial issues and contracts; handles travel arrangements and logistics; provides oversight and support for Department-wide meetings and processes, makes process improvement decisions, and at times, takes the lead role on assigned projects; coordinates communication with other Agency departments, divisions, and outside agencies on behalf of the CCO and the department.

ESSENTIAL FUNCTIONS:

The following duties are a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Administrative and Customer Service:

o Provides direct administrative support to the CCO in order for them to complete their duties, and ensures department administrative functions run smoothly. 

o Responds to time-sensitive requests for information and assistance regarding the Office of the CCO and the CME leadership team.

o Operates a variety of office equipment; utilizes various computer applications and software packages; oversees the ordering of special order office supplies. 

o Ensures processes, policies and practices are interpreted and applied consistently and effectively; ensures accountability and compliance with all current and applicable state and federal laws, Agency policies and procedures, rules and regulations.

• Scheduling, Logistics, Meeting Preparation and Follow Up:

o Meets with the Chief Communications Officer and Chief of Staff regularly to understand scheduling and issue priorities, and execute short-term and long-term planning to ensure efficient use of time.

o Schedules meetings and manages meeting calendars and appointments on behalf of the CCO.

o Ensures that the CCOs time is used effectively and prepares them for meetings by ensuring they have support materials needed for each meeting. 

o Coordinates all offsite meeting logistics, including staff support, car reservations, directions, room reservations, equipment, beverages and meals, in compliance with ST policies.

o As requested, takes and transcribes detailed minutes for executive meetings, and tracks action items for the CCO.

• Travel and Expenditures:

o Coordinates official travel for the CCO, including completion of travel preauthorization form, travel expense claim and travel card reconciliation, and ensures compliance with Sound Transit travel policy.

o Processes event registrations, special office supply requests, and other routine expenditures, and reconciles and justifies expenses in accordance to Sound Transit procurement card policy.

• Personnel and Other Sensitive Information:

o Handles sensitive personnel and business information on behalf of the CCO with utmost discretion and care.

o As needed, assists with onboarding for new department or division employees, which may include: handling confidential employee information, ensuring new employees have the equipment, software, supplies and basic information needed to work at Sound Transit; and providing basic training to new administrative support staff.

o As needed, coordinates with Human Resources to schedule interviews and distribute sensitive personnel documents such as resumes.

• Documents, Writing and Editing:

o Gathers information and prepares letters, reports or memoranda as directed.

o Reviews and checks documents and records for accuracy, completeness, and conformance with the CCO’s initial guidance, as well as applicable rules and regulations. 

o Prepares and/or assists in the preparation of agendas, notices, minutes, announcements, applications, resolutions and other documents.

o Manages the CCO’s office organization and filing. 

o Ensures compliance with records management policies and procedures.

• Continuous Improvement and Special Projects:

o Assists with the operation of the department office and makes recommendations for efficiencies.

o Monitors effectiveness of current office procedures and determines the need to change procedures to meet department goals/needs. 

o Writes office management procedures.

o Coordinates and monitors defined projects and activities within department, and recommends actions and modifications as appropriate.

o Manages project deadlines, files and information.

• Champions and models Sound Transit's core values and demonstrates values-based behaviors in everyday interactions across the agency.

• Contributes to a culture of diversity, equity and inclusion in alignment with Sound Transit’s Equity & Inclusion Policy.

• It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.  

• It is the responsibility of all employees to integrate sustainability into everyday business practices.

• Other duties as assigned.

MINIMUM QUALIFICATIONS:

Education and Experience:

Bachelor’s degree and three years of experience providing full-time administrative support functions, such as schedule management, budget/procurement, and special projects, to one or more executive leaders (C-suite or equivalent) in a complex organization OR an equivalent combination of education and experience.

Required Licenses or Certifications:

None.

Required Knowledge and Skills: 

• Advanced Microsoft skills (Excel, Word, and PowerPoint) with the ability to build PowerPoint presentations from scratch and work with Excel formula, and spreadsheets.

• Operational characteristics, services, and activities of assigned functions, programs, and departmental operations.

• Work organization and office management principles and practices.

• Principles and practices of research and report preparation.

• Customer service and public relations methods and techniques.

• Pertinent federal, state, and local laws, codes, and regulations.

• Basics principles and practices used in establishing and maintaining files and information retrieval systems.  

• Direct and tactful communication skills and strategies to respond to and route incoming inquiries to the appropriate staff member, collaborate with team members and elicit requested information from staff. 

• Administrative practices for office management.

• Methods and techniques of proper phone etiquette.

• Principles for writing, editing, and formatting various business communication, including formal letters, emails, memoranda and reports. Basic principles of business letter and report writing.

• 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 administer, 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.

• Working with high level executives. 

• Organization and strong attention to detail.

• 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.

• Implementing and maintaining filing systems.

• 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 it pertains to assigned area.

Physical Demands / Work Environment:  

• Work is performed in a standard office environment.

• Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 25 pounds. 

• 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.