Executive Assistant
$22\.86 to $25\.39 hourly starting salary
JOB SUMMARY
This job is located in various departments throughout EMBARK and is under the general direction of Director of Transit or designee. The primary responsibility of this role is to perform both detailed administrative and skilled clerical tasks for EMBARK Leadership. The Executive Assistant utilizes specialized skills, knowledge, and abilities acquired prior to assuming the job. The confidential nature of the work requires the role to exhibit a high degree of integrity and demonstrated loyalty to the Leadership and to the organization. The work atmosphere requires the ability to work under pressure. Work instructions are general in nature, and the employee must take initiative in carrying out assignments. Tact and diplomacy must be used when communicating with staff, City representatives, and the general public.
ESSENTIAL JOB FUNCTIONS
Gathering information and compiling various departmental reports; drafting correspondence for signature; making travel arrangements and scheduling appointments; maintaining various departmental records and ledgers; maintaining various filing systems; operating a personal computer using various software to type narrative and statistical reports, memos, correspondence, etc., from rough draft to final copy; operating standard office machines and equipment, etc. The role may provide supervision and/or work direction for other office personnel. Overall work performance is reviewed at the discretion of the supervisor. General job functions include: administrative, clerical and office equipment operation, information exchange, and supervision.
JOB REQUIREMENTS
Strong verbal and written communication skills for interacting with executives, staff, clients, and vendors Exceptional attention to detail for identifying errors, missing information, and inconsistencies Proficient in calendar management, including scheduling and conflict avoidance Advanced Excel and spreadsheet skills for data entry, analysis, and reporting Ability to analyze data and present findings to support decision\-making Experience coordinating travel, including booking flights, hotels, and transportation Proficiency with technology tools including Outlook, SharePoint, and Microsoft Office products Strong relational intelligence for building and maintaining professional relationships Skilled in meeting facilitation, including agenda preparation, minute taking, and action\- item\- summarization Ability to coordinate resources such as equipment, supplies, and personnel · Ability to supervise staff when required · Strong organizational skills for managing information, prioritizing tasks, and maintaining orderly workflows High level of discretion and ability to handle confidential information appropriately ·
JOB PREFERENCES
Associate degree in Business Administration, Public Administration, Communications, Data Analytics or a related field
Bachelor’s degree (Business Administration, Public Administration or Communications focus)
3–5 years of administrative support experience, preferably supporting executives
Advanced Excel skills and familiarity with SharePoint or similar systems
Experience drafting executive\-level correspondence and reports
Experience in fast\-paced environments requiring strong prioritization skills
Demonstrated relational intelligence and comfort interacting with public officials or external partners
Experience coordinating complex travel and meeting logistics
WORKING CONDITIONS ·
Primarily indoors, subject to sitting, standing, walking, or using a telephone for extended periods of time. · Subject to continuous exposure to light and glare from a computer monitor. · Subject to frequent low\-level noise of a keyboard, ten\-key, copying machine, telephone, and other office equipment. · Subject to frequent interruptions. · May be required to work overtime.
PHYSICAL REQUIREMENTS · Arm and hand steadiness and manual dexterity enough to use a computer, telephone and file documents. · Vision enough to meet the essential functions of the job. · Speech enough to communicate clearly and distinctly. · Hearing enough to communicate in person and by phone.
EVALUATION CRITERIA
Difficulty
Independent action is required in the performance of job duties; incumbent has some freedom in selecting the methods used to carry out assignments. Advanced clerical skills and thorough knowledge of general office procedures are required. Various work projects are carried out simultaneously, and the employee must be able to establish priorities. Because the incumbent provides close support to a highly responsible managerial position, margin for error is small, and completed work assignments must be entirely reliable and accurate.
Interpersonal Relations
The employee has a close and confidential working relationship with the Executive(s)they support; consequently, considerable contact with City officials and outside agencies is involved. The employee may be required to interpret City and Department procedures and policies and does have access to highly confidential information. The Executive Assistant must exhibit a high degree of tact and diplomacy to represent the Department and organization.
Supervision Given and Received
Assignments are received from their assigned supervisor and/or Executive(s) they support. Finished work products may be reviewed for completeness and accuracy when the supervisor's signature is required; overall work performance is reviewed at the discretion of the supervisor. Employee may coordinate the work assignments of one or more clerical workers. Makes work assignments, provides assistance as needed, and reviews finished work products.
Other Duties and Responsibilities
This is a summary of the duties and responsibilities commonly found within this classification. It is not meant to be all\-inclusive; thus, other related activities or tasks may be assigned
About Us
Oklahoma City is one of the fastest\-growing metros in the United States and is the 20th largest city in the nation. For nearly two decades our residents have continually invested in our community to make it a place people can find belonging, visit and call home. Our employees are at the heart of those investments–delivering essential services our residents expect and creating a strong and thriving city for all people. Visit Oklahoma City\-A Great Place to Live and Work! to learn more about our city.
For more than 50 years, EMBARK has offered safe, reliable transportation for the citizens and visitors of Oklahoma City. Beginning with just 18 buses in 1966, we’ve grown to into a robust transit system that includes streetcars, river cruises, parking garages and more.
As an industry leader in public transportation and more importantly, as the place where you choose to work, you need to know the keys to be successful during your career with EMBARK.
EMBARK’s vision is to provide “world class transportation accessible to all, and all want to access it.”
With a clear picture of our destination through our Vision and Mission, our Core 4 Values — be safe, be there, be open and be kind act as our compass. Living into our values guides our decisions and ensure we stay on course.
In all that we do, we focus on three key audiences \- our employees, our customers and our board \- to create a great place to work, enhance the status, use and understanding of our services, and preserve confidence in what we do with key stakeholders.
No matter what position you are applying for, our team members help is essential to the success of EMBARK. Each team member is integral to the success of our organization and we couldn’t do it without you.
Whether we’re creating an inclusive and empowering work environment, improving our customers’ experiences or cultivating strong relationships with key stakeholders, our Vision, Mission, and Values will help guide you to decide if EMBARK is the right organization for you.