Executive Assistant/Board Administrator

Join the organization that received Outstanding Public Transportation System Achievement Award from the American Public Transit Association in 2018 & 2020!

Central Ohio Transit Authority (COTA) is Central Ohio's public transportation provider, providing nearly 19 million passenger trips per year servicing Franklin County and parts of Delaware, Fairfield, Licking and Union counties. Guided by our 2019-2024 Strategic Plan, our vision is to move every life forward. Our mission is to provide solutions that connect people to prosperity through innovation, dedication and teamwork.

Salary: $65,000 - $75,000

Location: 33 N. High Street, Columbus, OH 43215

Benefits: COTA offers competitive benefits including: medical/Rx, vision, dental, supplemental insurance, life insurance, paid parental leave, employee discounts, employee bus pass; wellness initiatives, on-site cooking classes & chair massages, on-site Health Coaches & Dietitians, tuition reimbursement, and retirement benefits through OPERS & Ohio Deferred Compensation.

Position Summary:

Performs responsible work providing comprehensive clerical and administrative support to the Deputy CEO, Chief of Staff and COTA Board of Trustees.

Performs duties in alignment with the 2019 - 2024 COTA Strategic Plan and in support of the organization's vision To Move Every Life Forward.

This Position is Responsible For:

• Serve as the primary point of contact for Deputy CEO & Chief of Staff. Manage dynamic, multifaceted calendars for the Deputy CEO and Chief of Staff in a fast-paced environment and travel with/staff the Deputy CEO as needed;
• Provides comprehensive administrative support to the Deputy CEO and Chief of Staff;
• Partners with Team COTA members to gather information for upcoming meetings; prepares cover sheets to include logistics details not limited to meeting purpose, location, travel time, parking details and participant profiles;
• Provide back up support for the Senior Executive Assistant to the President/CEO;
• Responsible for the preparation and distribution of board and committee materials;
• Maintain accurate records of board meetings, resolution, and governance documents;
• In partnership with General Counsel, responsible for board governance and oversight (including open meeting laws, public records management/retention, and Robert's Rules);
• Provides support and best practices for board committee chief staff liaisons and assistants;
• Schedules/coordinates onsite and offsite meetings; distributes and/or generates meeting minutes, agendas and other appropriate information and materials for various committees which may involve the Board of Trustees, Leadership Team, staff, political constituents, community leaders, media, vendors and customers as needed;
• Prepare and edit correspondence, presentations, and reports as needed. Screens telephone calls, prioritizes mail, schedules appointments, and maintains a detailed schedule of meetings. Arranges public and on-site meetings with outside entities including food and logistics;
• Supports with email monitoring and flags pertinent messages to ensure timely responses are provided;
• Maintains extensive electronic filing systems related to critical, confidential, corporate matters including labor issues, contracts, schedules, legal relationships and financial transactions;
• Coordinates the signature routing of internal documents;
• Coordinates travel arrangements and travel accommodations as needed. Prepares and submits travel authorizations and expense reports; and
• Regular, predictable and punctual attendance required.

At Minimum You'll Need:

• Requires some college and a minimum of three (3) years' experience providing administrative support to an executive, executive leadership team or board. An equivalent combination of education and experience will also be considered.

COTA is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. Equity, Diversity, and Inclusion are of core importance and essential to the success of the organization. All employment decisions are based on job needs, job requirements and individual qualifications, without regard to race, color, religion or belief, sex, sexual orientation, age, genetic information, gender identity, national origin, veteran or disability status. COTA believes that diverse and inclusive organizations gain the benefits in creating a stronger and more effective workforce resulting in services that better meet the needs of consumers and in result Move Every Life Forward.