EXECUTIVE ASSISTANT

Job Bulletin No.: 785
Job Title: Executive Assistant
Department: Executive
FLSA Status: Exempt, Non-Represented
Reports To: President & CEO
Salary Range: $65,500 – $78,633

JOB SUMMARY:
The Executive Assistant will provide high-level strategic and administrative support to the Executive Leadership Team, ensuring seamless day-to-day operations and supporting executive decision-making. This role requires exceptional organizational, communication, and problem-solving skills. This position requires the ability to anticipate needs, manage sensitive information with discretion, and act as a strategic partner to executives. This role reports to the President & CEO.
ESSENTIAL FUNCTIONS:

• Handle the affairs of the President’s schedule as needed.
• Assist the President’s Office with preparation for board meetings, executive leadership meetings, including agenda creation, minutes, and follow-ups.
• Draft and prepare high-level correspondence, including letters and emails, on behalf of executive leadership.
• Schedule meetings as needed for executive leadership team and internal/external stakeholders.
• Coordinate travel arrangements & itineraries for executive leadership as needed.
• Manage and process expense reports and legal invoices.
• Maintain centralized control of executive policies and directives, ensuring accurate version management, archival of superseded documents, and consistent organizational access to current policy guidance.
• Oversee the ABBG Discussion Forum and coordinate with multiple departments to develop and provide responses.
• Collaborate with and provide administrative support to various departments on special projects when necessary.
• Identify areas for automation and process optimization across departments as requested by the President’s Office.
• Compile Special Service Orders and prepare quarterly reports for submission to the Chief Administrative Officer.
• Maintains and updates the company’s Org chart, ensuring accuracy and reflecting current roles, reporting structures, and departmental changes.
• Manage and delegate public record request emails and update public records tracker.
• Coordinate the annual file storage project and collaborate with departments to securely dispose of outdated records while preserving essential information.
• Develop and implement systems to enhance efficiency within the Executive Office.
• Review the FTA Annual Contractor Manual and collaborate with departments throughout the year to ensure awareness of and compliance with updates and changes.
• Screen and direct incoming phone calls, inquiries, and correspondence to the appropriate parties.
• Manage sensitive and confidential information with a high degree of discretion and professionalism.
• Perform other duties as assigned by members of the executive leadership and the President’s Office.

QUALIFICATIONS:

• 5+ years of experience as an executive assistant or chief of staff role supporting senior executives.
• Ability to pass preemployment test(s).

KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong business insight and understanding of corporate governance, executive priorities, and strategic initiatives.
• Advanced proficiency in Microsoft Office Suite.
• Excellent interpersonal skills with the ability to establish and maintain relationships with key stakeholders.
• Exceptional organizational skills with the ability to manage and prioritize multiple tasks seamlessly while maintaining strong attention to detail.
• Exceptional written and verbal communication skills with the ability to draft high-quality reports and presentations.
• Ability to work independently, take initiative, and drive projects to completion.
• Ability to handle a high level of discretion with confidential information.

PHYSICAL REQUIREMENTS AND ENVIRONMENTAL FACTORS:

• Work is frequently conducted in an office or similar indoor environment relatively free from unpleasant environmental conditions or hazards.
• Physical requirements are those described as sedentary work, which includes exerting ten (10) pounds of force occasionally, a negligible amount of force frequently and/or constantly having to lift, push, pull or otherwise move objects, including the human body.

Applications must be submitted online via the Ceridian Dayforce web portal. Please login to your employee profile and click on the “Careers” tab to view all open vacancies and submit your application. Please note that this is a Non-Represented position; Therefore, you must upload a resume to apply for this position.

DISCLAIMER STATEMENT:
The above are general requirements that must be met for consideration. They are not intended to be an exhaustive list of job qualifications or job duties. A physical exam and Pre-Placement Functional Test may be administered prior to job award, allowing applicants to demonstrate their ability to the minimum requirements for this position.
Milwaukee County Transit System is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age; protected military status, status as a qualified individual with a disability or any other characteristic protected by law.