Executive Administrative Assistant - CTO

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.

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.

Transportation is responsible for providing safe, efficient and dependable transportation to commuters on all Metra-operated lines: Milwaukee North and West, Rock Island, Metra Electric, Southwest Service, North Central Service and Heritage Corridor and those lines operating under purchase of service agreements: BNSF and Union Pacific. In addition to all employees directly involved in providing train service, the Transportation Department also oversees the Dispatching Office and Crew Management Center.

Reporting to the Chief Transportation Officer, the Executive Administrative Assistant-CTO provides administrative support to the CTO; maintain sensitive and confidential information; communicate directives to staff; brief and prepare the CTO for meetings and coordinate specific tasks on behalf of the CTO; and provide support to the department to ensure fluidity between its various sectors.

The primary duties include: Maintain the CTO's calendar; organize and schedule meetings, events, and tasks; prepare meeting agendas and presentations; and arrange meeting facilities and equipment. Serve as administrative liaison between the CTO and district coordinators to ensure all sectors are informed of changes in policies, training, and medical requirements. Attend various meetings with or on behalf of the CTO; communicate directives and information requests to department staff; and collect and review requested information for accuracy and completeness. Perform general administrative duties; screen calls; greet visitors; scan, copy and distribute materials; ensure office supplies are stocked to proper levels; and coordinate office equipment setup, repairs, and facility moves. Track and communicate uniform contract changes; ensure districts manage budget allocations; and resolve billing discrepancies. 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. Associates degree in Office Administration or related discipline, or two years of administrative experience.
2. In addition to #1 above, must have at least five years of progressively responsible experience supporting management or executive level staff.
3. Good knowledge of office management practices.
4. Good knowledge of proper grammar.
5. Good knowledge of records retention and management.
6. Proficient in Microsoft 365 (Word, Excel, PowerPoint).
7. Good written and verbal communication and interpersonal skills to deal with all levels of management, external groups, and organizations.
8. Strong organizational, analytical, and record-keeping skills.
9. Good problem solving skills with attention to detail and accuracy.
10. Ability to exercise discretion, judgment, and maintain a high level of confidentiality while working with sensitive information.
11. Ability to type 40 wpm.
12. Ability to work on multiple projects with shifting priorities.
13. Ability to maintain a high level of professionalism at all times.
14. Ability to multitask and work on multiple projects.
15. Must be available to work flexible hours in the early morning, late afternoon, evenings, or weekends.

Preferred:

1. Experience with calendar management, event planning, and meeting and presentation preparation.

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 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.

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.