Executive Administrative Assistant

The Executive Administrative Assistant provides high-level administrative support to an Executive Director of a division with minimal supervision. This role coordinates a wide range of administrative processes and activities, including database management, budget tracking and reporting, human resources maintenance, and communications. The Admin Assistant also manages the supervisor's and/or department's multiple calendars and events.

The position involves reviewing administrative work procedures, policies, and operational methods. It identifies and documents Standard Operating Procedures, best practices, appropriate filing and audit mechanisms, financial and performance metrics reporting, and regulatory and compliance systems, as applicable. Additionally, the Executive Administrative Assistant trains and coordinates the work of other administrative or temporary staff.

The role requires initiative and advanced administrative skills, as well as the ability to use innovation, analysis, and reasoning to select appropriate alternatives from pre-defined policies and procedures. The work includes multiple successive steps and may involve some non-routine problems or decisions, though it is generally not complex.

This position is distinguished from the Senior Administrative Assistant role by providing administrative support to a division executive director and performing work under minimal supervision. The supervisor provides objectives, deadlines, and specific instructions only for new, difficult, or unusual tasks. The assistant exercises independent judgment in a variety of complex administrative support functions, completes most activities without direction, and keeps the supervisor informed of ongoing progress or potentially sensitive matters.

This role requires being onsite five (5) days per week.

Ensure a commitment to safety through consistent and professional behaviors in performance of job requirements that demonstrate safety is a fundamental value that guides all aspects of our work. Perform related duties as required.

Serve as a good steward of TriMet by regularly utilizing our transit system to maintain a strong and current understanding of customers’ experiences and of TriMet’s product and service offerings.

Forbes Magazine recently ranked TriMet as one of the top five places to work in Oregon! TriMet is ranked the number one Oregon-based employer in the state, as well as the top “Transportation and Logistics” employer in the state.

Essential Functions

1. Independently responds to and composes correspondence, requiring knowledge of manager's views, philosophy, and basic understanding of technical or divisional matters. Reviews administrative work procedures, policies, and operational methods. Identifies and documents as applicable: Standard Operating Procedures; best practices; appropriate filing and audit mechanisms; financial and performance metrics reporting; and regulatory and compliance systems. Assists in the preparation of contracts.
2. Creates forms, charts, tables and spreadsheets involving data manipulation from one or multiple sources; performs intermediate-level analysis, which includes basis statistics and math. Data entry of information into spreadsheets and databases. Runs reports from spreadsheets and databases.
3. Approves appropriate expenses, purchases and reimbursements per division budget. Creates and maintains financial records which may include preparing forms; verifying appropriateness and accuracy of charges; processing and reconciling expenses, accounting transfers, and/or appropriation changes; updating financial transaction spreadsheets and databases. Generates summary reports and statistics. Maintain accounting balances for grants/contracts.
4. Manages supervisor's and/or division calendar which may include complex scheduling arrangements involving multiple parties and conferences, travel, etc. Sets-up and cancels meetings based on knowledge of subject and attendees. Coordinates large scale and/or complex events and ensures that all logistics such as advertising, registration, speakers, travel arrangements, venues, catering, technology, etc. have been completed.
5. Screens and prioritizes incoming calls; provides information via phone, e-mail, etc. May represent supervisor as directed. Responds to inquiries and may provide basic interpretation of policies and procedures. Researches information to resolve problems or issues as related to inquiries.
6. Prepares and maintains files. May serve as Divisional Records Governance Liaison in accordance with TriMet's Records Governance Policy.

Position Requirements

Course work in business administration or office management is preferred.

Six (6) years of total credited experience.*  

Six (6) years of responsible administrative experience is required.

Or any equivalent combination of experience and training.*

The amount of credit a candidate receives for prior years of experience is based on the relevancy of that experience to the required or preferred prerequisites of the job description. Experience is prorated based on hours worked. LRHR assigns and validates the "credited experience".   

Selection Criteria

Type of Position / Grade / FLSA
Grade 12, Non-Exempt, Non-Union, Full-Time.

Salary Range

Minimum: $33.80/hr

Maximum: $50.70/hr

Salary offers will be determined by a candidate’s education, training and relevant experience. Any final offer of employment will fall within the range stated above.  For transparency, we choose to list the full available grade range, however, TriMet’s salary administration process will ultimately determine the final salary offered. 

Selection Process

Candidates will be selected based at a minimum on the result of:

1. Application Review (please include: Cover Letter and Resume)

2. Panel Interviews

3. Reference Check