Executive Admin Asst-Ceo

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.

Metra's rail operations are overseen by the Deputy Executive Director, Operations, who provides executive direction and guidance to the chief officers of the Engineering, Mechanical and Transportation departments as well as the Training and Certification and Operations Training departments. The division also provides executive oversight and direction to contract carriers (BNSF and Union Pacific) to ensure that rail operations are consistent with Metra's standards and practices.

Reporting directly to the CEO Executive Director, the Executive Administrative Assistant-CEO provides direct support to the CEO Executive Director in the development, implementation, and review of corporate plans, programs, policies, and procedures. Provides oversight and guidance on projects of high importance and handles multiple responsibilities simultaneously, mixing long-term projects with the urgency of immediate demands. Leads, directs, and collaborates with others across functions, levels, and departments to achieve actionable results on corporate projects and initiatives. Acts as liaison between the CEO Executive Director, senior management, and other internal and external constituencies. Work is of a confidential and/or complex nature, necessitating exposure to sensitive information requiring professional discretion, judgment, tact, and diplomacy in managing projects and processes with minimal or no supervision. 

The primary duties include: Act as gatekeeper to, and liaison between, the Executive Office and internal and external constituents. Manage the administrative, operational, and financial affairs of the Executive Office.  Interpret and implement management policies and operating practices. Develop and maintain the annual budget. Develop, prepare, and disseminate correspondence, memorandum, talking points, and presentations.  Conduct research, compile data, and collect and analyze information in response to and in anticipation of business needs. Attest to the CEO Executive Director's signature. Interact regularly with the Board of Directors regarding the preparation of correspondence and the development of materials for Board Meetings, and attend all Board Meetings. Manage the entire Board report process. Responsible for the development and review of all Board Meeting documents. Monitor and advise managers on the preparation of Board documents to ensure conformance with consistent, high-quality standards and the meeting of deadlines. Documents are highly sensitive public records and are subject to Board review, public, and media/press scrutiny. 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.

Final salary will be determined in part by the qualifications of the selected candidate.

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

1. Bachelor's degree in Business, Public Administration, or related discipline OR in lieu of specified degree, a combination of education and experience may be substituted for the required degree that equals four (4) years in project/program management.
2. In addition to #1, must have eight (8) years of experience providing executive or senior level management support including project management, budget administration, and customer service, preferably in the transportation industry.
3. Must have experience with providing leadership/influence and collaboration across the organization to assure the successful completion of goals, objectives, and initiatives.
4. Considerable knowledge of office management, budgeting, and administrative practices and processes.
5. Considerable knowledge of proper grammar in the review and preparation of documents and reports.
6. Good knowledge of records management.
7. Strong organizational, project management, and recordkeeping skills.
8. Strong verbal and written communication skills.
9. Strong interpersonal skills in dealing with all levels of management, external groups, and organizations.
10. Good problem-solving skills with acute attention to detail and accuracy.
11. Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint).
12. Ability to work with sensitive information and maintain strict confidentiality.
13. Ability to type 60 wpm.
14. Ability to maintain a high level of professionalism at all times.
15. Ability to work on multiple projects with shifting priorities.
16. Must be a self-starter with strong independent judgment and problem solving skills.
17. Must be available to work flexible hours in the early morning, late afternoon, evenings, or weekends.

Preferences

1. Supervisory or team lead experience.
2. Knowledge of Opens Meetings Act or Freedom of Information Act.

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 pre-employment screening purposes, while on duty, subject to duty, on Metra property, or in Metra work equipment and vehicles.

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.