Executive Assistant

Location Organization NameGreater Cleveland Regional Transit Authority

About Greater Cleveland Regional Transit Authority

The Greater Cleveland Regional Transit Authority (GCRTA) was formed in 1974 with the mission of providing public transit services to 59 communities and 1.2 million residents of Cuyahoga County. As the largest public transit agency in the State of Ohio, GCRTA’s service options include bus, BRT, trolley, paratransit and three rail lines. GCRTA makes connections that empower individuals, neighborhoods, and communities to rise.

We offer a wide range of comprehensive benefits and programs to support the health and wellness of employees and family members including health benefits (medical, dental and vision), a wellness incentive program and participation in the Ohio Public Employee Retirement System (OPERS.)

GCRTA is seeking to hire an Executive Assistant in the Transit Police division. This is not a typical administrative role, this is a mission-critical position embedded within a law enforcement environment, directly supporting the Chief of Police/Director of Security and the Transit Police Department.

GCRTA is seeking a highly skilled professional who understands the discipline, confidentiality, and operational awareness required in public safety. The ideal candidate brings prior experience in law enforcement or the public sector, with a strong appreciation for the sensitive nature of transit police or law enforcement operations and compliance requirements, including the Criminal Justice Information Services (CJIS) background process.

This role requires someone who can operate with precision in their writing abilities, discretion, and executive-level judgment, while confidently engaging with public officials, and internal leadership.

Detailed Description

Duties:

Schedules and maintains appointments, meetings, and calendars for the Chief of Police/Director of Security and the Transit Police Department; anticipates and resolves scheduling conflicts; screens calls and visitors and provides routine information; receives, screens, and distributes incoming mail; responds to routine correspondence and drafts responses to more complex inquiries. Types and distributes letters, memos, speeches, reports, and meeting minutes; copies and distributes materials as needed; coordinates staff travel and prepares travel expense reports; creates purchase requisitions; sets priorities, meets deadlines, and follows up on assigned tasks while demonstrating strong written and verbal communication skills with proficiency in Microsoft Office and email programs.

Coordinates and maintains departmental files for the Chief of Police/Director of Security and the Transit Police Department, including extensive current and archived records, in accordance with record retention schedules. Interacts with Records Administration on the creation, implementation, and maintenance of the uniform filing system; maintains correspondence and central files; and ensures proper archival and records maintenance.

Receives and researches requests on designated topics, including customer complaints; extracts, compiles, and summarizes information and statistical data from multiple sources; composes and types reports and correspondence; prepares and records meeting minutes; research customer complaints and compiles related statistics; and reviews reports with the Chief of Police/Director of Security and the Transit Police Department for final approval. Bilingual experience is a plus.

Job Requirements

Job Requirements:

• Minimum five to seven years in executive assistant, professional administration, project leadership and procurement functions directly reporting to a division leader, department head or executive. The ideal candidate would have experience in law enforcement.
• Must have hands on experience managing multiple calendars, handling scheduling conflicts, travel arrangements, and similar items.
• Ideal candidate will have experience creating purchase order requisitions in Oracle.
• Documented success with handling customers seeking public records requests and properly filing complaints. Must have direct knowledge of record keeping in accordance with State of Ohio.
• Essential to handle sensitive and confidential information with discretion and professionalism.
• Selected candidate will be required to complete and pass a CJIS Background check.
• Must have intermediate level experience in MS Office.
• High school diploma or GED equivalency. Associates degree is preferred.

Additional Details

Additional Details:

Environmental Conditions: This person will work predominantly in an office-type environment.

Physical Demands: While performing the duties of this job, the employee is regularly required to sit up to 8 or more hours a day. The employee is frequently required to see, hear, and speak. The employee may be required to work at a computer workstation for more than 5 hours a day.

Mental Demands: Reading, studying, focused listening, auditing, inspecting, proofreading, and evaluating required. Ability to give, receive, and analyze information and prepare written materials. Ability to communicate effectively (verbal and written); interpret policy, procedures, and data.

AN EQUAL OPPORTUNITY/ADA EMPLOYER/DRUG-FREE WORKPLACE