Job Summary:

Under general supervision, will support the Executive Director and coordinate administrative functions for the executive staff of multiple state agencies. This role requires exceptional organizational, leadership, and communication skills to provide high-level support, and ensure operational efficiency. The Administrative Assistant will also act as a central point for aligning executive staff schedules, priorities, and workflows to support organizational goals effectively.

Job Responsibilities:

1.  Executive Director Support:

·         Manage the Executive Director’s calendar, scheduling appointments, meetings, and travel arrangements with a focus on priority alignment and efficiency.

·         Monitor the Executive Director’s email and voicemail accounts and provide the necessary response and/or escalation to the appropriate party also documenting and tracking correspondence.

·         Assemble and organize materials for executive-level meetings, including agendas, presentations, reports, and follow-up correspondence.

·         Act as the first point of contact for the Executive Director. Screen and respond to communications on behalf of the Executive Director, ensuring timely and accurate responses to internal and external stakeholders.

·         Track and manage administrative-related action items, ensuring deadlines are met and tasks are completed effectively.

·         Handle sensitive and confidential information with the utmost professionalism and discretion.

·         Serve as a liaison for external contacts, including Board members, government officials, community leaders, and partner organizations.

2.  Administrative Operations:

·         Comply with cross-agency administrative functions, including document management, compliance tracking, and process improvement efforts.

·         Implement and contribute to processes to improve administrative efficiency and ensure consistency across departments.

·         Coordinate the logistics of large-scale initiatives, interagency and agency-wide meetings, ensuring all aspects run smoothly.

3.  Troubleshooting IT Systems and Support:

·         Act as the first point of contact for basic IT systems troubleshooting, including resolving common issues with email, video conferencing platforms, and office software.

·         Liaise with IT support teams to escalate and resolve complex technical problems.

·         Maintain and update office technology systems, ensuring all equipment is functional and up to date.

Key Competencies:

·         Problem-Solving: Strong analytical skills to address complex challenges and develop effective solutions.

·         Proactivity: Anticipates the requests of the Executive Director and executive staff, taking the initiative to address issues before they arise.

·         Attention to Detail: Commitment to accuracy in all aspects of administrative and project support.

·         Adaptability: Thrives in a dynamic, fast-paced environment with changing priorities.

Minimum Qualifications:

·         Associate’s degree.

·         5+ years of experience in an administrative assistant or similar high-level administrative role, with at least 2 years supporting multiple senior leaders.

·         Proven ability to handle confidential and sensitive information with professionalism.

·         Strong organizational and multitasking skills with the ability to manage complex schedules and competing priorities.

·         Excellent written and verbal communication skills, with experience preparing professional correspondence and presentations.

·         Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

·         Proficiency in troubleshooting common IT challenges and familiarity with platforms such as Microsoft Office Suite, video conferencing tools (e.g., Zoom, Teams), and network access.

·         Possess SRTA’s core values of Customer Focus, Integrity, Collaboration, Innovation, and Diversity.

Preferred Qualifications:

·         Bachelor’s degree in Business Administration, Communications, Public Administration, or a related field, or equivalent work experience.

·         Experience in government, public administration, or non-profit organizations.

·         Familiarity with state agency operations and administrative protocols.

Open until filled.