General Summary

Under general direction, the Executive Assistant is responsible for assisting the Director of Human Resources and Risk Management, by providing critical high-level administrative support. Coordinates information and communication and acts as the first point of contact for the Director. In addition, the Executive Assistant directly supports the activities and endeavors of the Human Resources and Risk department.

Essential Duties & Responsibilities

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Assisting with the Director's calendar, including booking conference rooms and prioritizing the most sensitive matters.
• Provides exceptional internal and external customer service.
• Performs specialized clerical duties in support of the Director and Human Resources team.
• Performs complex secretarial and clerical work involving the use of considerable independent judgment and the maintenance of a high degree of confidentiality.
• Assist in coordinating the business needs of the Human Resources department.
• Coordinates and participates in a variety of meetings and events for, and with, other District staff.
• Coordinates with the Director on various items and tasks to support Human Resources including meeting preparation, travel arrangements, HR team meeting notes, and other duties as recognized and assigned.
• Edits a variety of drafts and finished documents; independently composes correspondence and related materials; coordinates the processing and/or distribution of various documents.
• Prepares memorandums and other notifications.
• Performs general clerical work as required, including but not limited to entering and retrieving data, reports, completing and processing forms, copying and filing confidential documents, sending and receiving faxes, ordering supplies, and processing mail.
• Related duties as assigned.

Supervisory Responsibilities

• This position has no direct supervisory responsibilities.

Fiscal Responsibility

• This position does not have direct financial authority.

Minimum Qualifications

Required Education and Experience

Any equivalent combination of education and experience which provides the knowledge, skills, and abilities required to perform the job. Education and course work can substitute for years of experience. Typical qualifications would be:

Experience:

• Minimum of three years of experience with increasing responsibility in secretarial/clerk position in a team-oriented environment.
• High school diploma or equivalent.
• A combination of other experience and training that enables the candidate to perform the job duties.

Preferred:

• A bachelor's degree or some college course work in business, liberal arts, or a related field is desirable.

Competencies for Successful Performance of Job Duties

Knowledge of:

• English grammar, spelling, and punctuation
• Modern office procedures, methods, and computer equipment
• Advance skills in English usage, spelling, grammar and punctuation and a working knowledge of standard reference resources. Knowledge of AP style is preferred.
• Ability to manage electronic files and data in a network environment, including document management, file, and folder organization in compliance with regulations related to record retention.

Ability to:

• Function well in a high-paced and at times stressful environment
• Maintain the confidentiality of information and professional boundaries.
• Interact directly and independently with LTD's senior management as well as senior management of external organizations and government officials.
• Communicate effectively, both orally and in writing
• Develop and produce written reports.
• Organize work, set priorities, meet critical deadlines, and follow up on assignments with a minimum of direction.
• Employ good judgment and make sound decisions in accordance with established regulations, procedures, and policies.
• Analyze and resolve office administration situations and problems.
• Maintain the security and confidentiality of specified records, information, and files.

Position Type and Expected Hours of Work

• May work in a normal office environment, M-F 8:00 am to 4:30pm. Will sometimes be required to work and/or attend meetings or events in public and at all LTD locations.
• Occasional abnormal hours are expected and required for specific events and to reach all employees.

Travel

• Travel within the metropolitan area may be required.

Working Conditions & Physical Demands

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Human Collaboration & Job Impact

Communications and discussions result in decisions regarding policy development and implementation. Interaction with others outside the organization requires exercising participative management skills that support team efforts and quality processes. The impact the job has on LTD is significant in terms of time, money, or public/employee relations.

How to Apply

Submit your resume and complete the required application and assessments. For additional information call (541) 682-6100.

The Lane Transit District is an Affirmative Action/ Equal Employment Opportunity Employer.