EXECUTIVE ASSISTANT TO THE CEO

Job description

Position Summary:

The Executive Assistant to the Chief Executive Officer (CEO) provides high-level administrative, operational, and strategic support to ensure the efficient functioning of the CEO’s office. This role requires the ability to manage complex, sensitive, and confidential matters with discretion, while operating in a fast-paced, deadline-driven environment.

The Executive Assistant serves as a critical liaison between the CEO, Board of Directors, executive leadership, and external stakeholders, ensuring seamless communication, coordination, and execution of priorities.

Essential Functions & Responsibilities

Executive Support & Coordination

• Manage and prioritize the CEO’s calendar, ensuring alignment with organizational priorities and strategic initiatives

• Coordinate and prepare materials for Board of Directors meetings, executive sessions, and high-level engagements

• Anticipate CEO needs and proactively manage scheduling conflicts, competing priorities, and time-sensitive matters

• Prepare reports, presentations, briefing documents, and correspondence on behalf of the CEO

Confidential & Governance Support

• Maintain strict confidentiality regarding Board matters, including litigation, negotiations, personnel actions, and real estate transactions

• Support governance processes, including Board communications, meeting logistics, and documentation control

• Ensure accuracy, completeness, and readiness of all CEO-related documentation

Communication & Stakeholder Engagement

• Serve as a liaison between the CEO’s office and internal departments, external partners, and the public

• Facilitate clear, professional, and timely communication across all levels of the organization

• Build and maintain effective working relationships with Board members, executive staff, vendors, and community stakeholders

Operational & Administrative Management

• Coordinate complex travel arrangements, including itineraries, accommodations, and logistics

• Manage incoming correspondence, including screening, prioritizing, and responding as appropriate

• Support special projects and initiatives with organizational impact

• Track and follow up on key action items to ensure timely completion

Logistics & Executive Mobility

• Provide transportation support for the CEO to meetings and events, ensuring safety, timeliness, and discretion

• Maintain CEO vehicle readiness, including routine checks and fueling

• Manage delivery and retrieval of business-related materials within the local area

Strategic & Organizational Awareness

• Act as a “barometer” for organizational climate, identifying emerging issues and keeping the CEO informed

• Demonstrate sound judgment and decision-making in high-pressure or ambiguous situations

• Support organizational initiatives aligned with CAT’s mission, values, and operational goals

Supervisory & Operational Authority:

• None

Compliance & Regulatory Responsibilities:

• Ensure compliance with all CAT policies, procedures, and directives

• Complete all required training and maintain adherence to applicable regulations

• Support adherence to Federal Transit Administration (FTA) and Department of Transportation (DOT) requirements where applicable

Position Profile:

Qualifications

Education & Experience

• High School Diploma required; Bachelor’s Degree preferred

• Equivalent combination of education and executive-level administrative experience will be considered

• Demonstrated experience supporting senior executives or C-suite leadership

Technical Proficiency

• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

• Experience with scheduling systems, document management, and digital communication tools

• Familiarity with social media and professional communication platforms

Knowledge, Skills & Abilities:

• Exceptional organizational and time-management skills with the ability to manage multiple priorities simultaneously

• Strong problem-solving and decision-making capabilities

• Excellent written and verbal communication skills at an executive level

• High level of discretion and ability to handle confidential information

• Strong interpersonal skills with the ability to build trust and credibility across all levels

• Self-directed, resourceful, and adaptable in a dynamic environment

• Ability to meet deadlines and deliver high-quality work under pressure

Core Values

The Executive Assistant to the CEO is expected to model and uphold the core values of Chatham Area Transit Authority (CAT) in all interactions and responsibilities:

• Integrity & Accountability

Demonstrates honesty, ethical behavior, and accountability in all actions. Maintains the highest level of confidentiality and ensures accuracy in all communications and documentation.

• Professional Excellence

Commits to delivering high-quality work with attention to detail, timeliness, and continuous improvement. Represents the CEO’s office with professionalism at all times.

• Customer & Stakeholder Focus

Provides exceptional service to internal and external stakeholders, including the Board of Directors, employees, community partners, and the public.

• Collaboration & Respect

Builds strong, respectful relationships across all levels of the organization. Works collaboratively to support organizational goals and foster a positive work environment.

• Responsiveness & Reliability

Demonstrates a sense of urgency, reliability, and proactive follow-through in managing priorities and addressing organizational needs.

• Safety & Compliance

Supports and promotes a culture of safety and adherence to all CAT policies, as well as Federal Transit Administration (FTA) and Department of Transportation (DOT) regulations.

• Innovation & Initiative

Proactively identifies opportunities for improvement and implements solutions that enhance efficiency and effectiveness within the CEO’s office and the organization.

Physical Demands:

• Ability to sit, stand, walk, and use hands for extended periods

• Frequent communication via phone, email, and in-person interactions

Safety Requirements & Notifications:

Chatham Area Transit Authority operates under Federal Transit Administration (FTA) and Department of Transportation (DOT) regulations.

• This position may be classified as Safety Sensitive depending on assigned duties

• Subject to pre-employment and random drug and alcohol testing in accordance with DOT regulations

Work Environment:

• Combination of office and external environments

• Exposure to varying weather conditions and moderate noise levels