Executive Admin Asst - DEDEA

The final salary will depend on the candidate's qualifications. Those with 8 years or more of required experience can expect offers up to the midpoint of the salary range. Metra provides full pay ranges so candidates can consider their growth potential.

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Metra is one of the largest and most complex commuter rail systems in North America, serving Cook, DuPage, Will, Lake, Kane, and McHenry Counties. The agency is linking communities in Northeastern Illinois by providing safe, reliable, and efficient commuter service.

The Deputy Executive Director External Affairs serves as an effective communicator, strategic advisor, and planner to the CEO. The Deputy Executive Director External Affairs oversees special projects and key initiatives based on direction from the CEO and charged with solving complex issues demanding executive leadership. In addition, the Deputy Executive Director External Affairs is responsible for the agency's Media, Marketing, Social Media & Graphic Design, Customer Service, Train Reporting and Customer Communications (TRACC) Center, Community Relations, Government Affairs, Capital Delivery and Project Management Oversight.

Reporting to the Deputy Executive Director External-Affairs/Chief of Staff (DED-EA/COS), the Executive Assistant (EA) provides confidential administrative support, communication of directives, and meeting preparation; leads and participates in special projects; ensures the office operates at its highest potential; and facilitates effective communication within the team and with external stakeholders. The EA's role is crucial in protecting the integrity and confidentiality of the DED-EA/COS's office.

The primary duties include:

Serve as the primary point of contact for the DED-EA/COS; handle inquiries and requests from internal and external stakeholders; manage the flow of sensitive information; and ensure accurate execution of administrative tasks, including drafting responses on behalf of the DED-EA/COS.

Manage and organize the DED-EA/COS's calendar; coordinate speaking engagements; oversee the booking of travel arrangements and the submission of expense reports; attend meetings with or on behalf of the DED-EA/COS; and prepare meeting agendas and presentations.

Act as a liaison between the DED-EA/COS and staff; communicate directives and ensure they are understood and implemented effectively; coordinate with the Assistant DED-EA on various projects; and actively identify and resolve problems and issues that may arise.

Develop and implement office procedures and protocols; approve staff time-off requests; assist with coordinating the department's budgets; and manage the department's procurement process for travel arrangements, training, and other expenses.

Lead and participate in special projects, event planning, strategic initiatives, or process improvements; and assist with project management tasks, such as tracking deadlines and coordinating with other teams.

Promote safe work practices and maintain and foster a safe work environment. Perform other related duties as assigned to meet the ongoing needs of the organization.

Metra is a railroad employer subject to the provisions of the Railroad Retirement Tax Act, not the Social Security Administration.

1. Bachelor's degree or in lieu of specified degree an associate degree plus two years of administrative experience is required.

2. In addition to #1, must have at least five years of administrative experience working for senior or executive level management.

3. Considerable knowledge of:

• office management practices and administrative processes.
• proper grammar in the review and preparation of documents and reports.

4. Good knowledge of records management.

5. Detail-oriented with strong leadership, organizational, analytical, problem solving, and recording keeping skills.

6. Excellent interpersonal skills in interacting and maintaining relationships with all levels of individuals, external groups, and organizations.

7. Advance proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).

8. Ability to:

• exercise discretion and independent judgment in maintaining a high level of confidentiality while working with sensitive information.
• maintain a high level of professionalism at all times.
• handle multiple tasks and changing priorities, and respond effectively.

9. Must be available to work flexible hours in the early morning, late afternoon, evenings, or weekends.

Metra employees in an active review period under the current discipline policy or who have documented attendance or performance issues will not be considered and/or selected for this position.

Please note: Regardless of any state laws that legalize marijuana, Metra prohibits applicants and employees' use or possession of marijuana (or marijuana paraphernalia), or having detectable amounts of marijuana in their bodies, including synthetic and/or non-synthetic substances such as THC for any reason for preemployment screening purposes, while on duty, subject to duty, on Metra property, or in Metra work equipment and vehicles.

Metra is committed to ensuring that our career website and recruiting process are accessible to all individuals. If you encounter difficulties or limitations in using or accessing our online application, or if you require reasonable accommodations to complete this application, participate in interviews, complete any pre-employment testing, or engage in any other aspect of the employee selection process, please direct your inquiries to RAC@Metrarr.com.

Metra is an Equal Opportunity/Affirmative Action Employer. It is our policy to fill vacant positions with qualified candidates without regard to race, color, sex, religion, national origin, age, gender identity, disability, or any protected categories, assuming an individual can perform the essential functions of the job with or without accommodation.