Executive Support Services Coordinator
?? Georgia - Fulton (https://ga.referrals.selectminds.com/jobs/74741/other-jobs-matching/location-only)
New
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Administrative & Operations Support
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Road and Tollway Authority, State - SRTA
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3 hours ago Post Date
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Job Description, Responsibilities, Standards, and Qualifications
Job Description:
Under direct supervision of the Chief of Collaboration, performs a diverse range of activities in supporting the Executive Director and coordinating administrative functions for the executive staff of multiple state agencies. This role requires exceptional organizational, leadership, and communication skills to provide high-level support, ensure operational efficiency, and manage the coordination of executive tasks across the organizations. This position will be responsible for balancing priorities and effectively facilitating communication between the Executive Director to the Deputy Directors of the State Road and Tollway Authority (SRTA), Georgia Regional Transportation Authority (GRTA), and Atlanta-region Transit Link Authority (ATL) and the Georgia Department of Transportation (GDOT) Deputy Director of Planning. The position will provide high-level strategic management support, clerical and business assistance, plus direction and guidance to the executive and administrative staff to support the Executive Director in the achievement of their strategic priorities and business goals and objectives. The position will act as a central point for aligning executive staff schedules, priorities, and workflows to support organizational goals effectively and must communicate decision points, expectations for deliverables, and effective schedules.
Job Responsibilities and Performance Standards
Executive Director Support:
· Manage the office of the executive in a way that facilitates the executive being most productive and effective. Operating in partnership with the Executive Director and working proactively and unilaterally within a framework established with the executive team, this position is also responsible for helping to manage executive energy, focus, mindset, priorities and relationships, and for helping to facilitate the best outcomes for the Executive Director and their team of direct reports.
· This position will serve as a gatekeeper to manage inquiries unilaterally on behalf of the Executive Director where possible or bring them to the attention of the executive team at a time appropriate to relative priorities.
· Coordinate with Chief of Collaboration to ensure the Executive Director schedule is in line with strategic objectives and short-term goals and objectives, assessing any shift in priorities as appropriate. This includes managing the Executive Director's Outlook calendar, scheduling appointments, meetings, and travel arrangements with a focus on priority alignment, logistical practicalities, and efficiency. Ensure most effective sequencing of preparatory sessions for meetings with external stakeholders as well as strategizing speaking engagements and coordinating materials and travel arrangements as necessary.
· Review all communications to the executive and handle, reassign or prioritize these for the Executive Director to review in line with identified and understood priorities and areas of responsibility with the team and agency.
· Review all submissions to the executive for clarity, style, purpose or objective, and intended or desired outcomes. Edit or request further clarification or edits from the author, and submit to the Executive Director when ready, annotated as appropriate in line with goals, targets or objectives and prioritized for assessment. This includes monitoring and tracking the Executive Director's e-mail accounts, written correspondence, and phone calls. Provide necessary response and/or escalation to the appropriate party.
· Prepare and organize materials for executive-level meetings, including agendas, presentations, reports, and follow-up correspondence. Participate in and contribute to team meetings and take notes or minutes as required.
· Assess and manage the flow of information, communications and access to the executive in line with identified and ordered relative priorities. Track and manage action items, ensuring deadlines are met and tasks are completed effectively.
· Handle sensitive and confidential information with the utmost professionalism and discretion while maintaining confidentiality at all times.
· Build and maintain strong relationships with all team members, other direct reports, internal executives in other divisions or departments, and internal and external stakeholders and clients, necessary for the function of the executive office. This includes serving as a liaison between the Executive Director and both internal and external stakeholders, including government officials, community leaders, and partner organizations.
· Manage the assembly of information, research, and documentation to ensure the Executive Director is optimally prepared for meetings.
· Write correspondence, as necessary, and edit and proofread communications, ensuring clarity and professionalism on behalf of the Executive Director.
· Track action items and manage meeting follow-up activities to ensure deliverables are timely completed.
· Perform other duties as assigned by the Chief of Collaboration and the Executive Director.
Coordination for Executive Staff:
· Work closely with the executive team to align schedules, coordinate priorities, and ensure seamless collaboration across departments.
· Perform necessary administrative preparation for regular meetings for the executive team, including agenda creation, collection of notes, meeting room set-up (including IT), and follow-up actions
· Monitor and track the progress of initiatives involving multiple executives, providing updates to the Executive Director and relevant stakeholders.
· Serve as a liaison between the executive team and other departments to enhance communication and address administrative requirements.
Administrative Operations:
· Oversee cross-agency administrative functions, including document management, compliance tracking, and process improvement efforts.
· Develop and implement processes to improve administrative efficiency and ensure consistency across departments.
· With assistance from Board Secretaries, manage the preparation and distribution of reports, including Board materials, performance updates, Board meeting notes, and project summaries.
Special Projects and Initiatives:
· Track project milestones and ensure alignment with agency goals and timelines.
· Provide executive support for ad hoc projects, addressing unique challenges with resourcefulness and efficiency.
· Manage communications and coordination for inter-agency projects, ensuring timely updates and successful collaboration.
Troubleshooting IT Systems and Support:
· Act as the first point of contact for basic IT challenges and systems troubleshooting, including working with IT professionals as necessary to resolve common issues with email, video conferencing platforms, office software, and mobile devices.
· Liaise with IT support teams to escalate and resolve complex technical problems.
Agency-Specific Qualifications:
Required:
· Bachelor's degree in Business Administration, Communications, Public Administration, or a related field, from an accredited college or university.
· 10+ years of relevant, practical, and progressively responsible experience in an equivalent position of accountability and complexity .
· Excellent communicator, rapport and relationship builder, with very high emotional intelligence and the ability to maintain and nurture key relationships.
· Highly competent at managing workflow, priorities, calendars and schedules for multiple persons, including themselves and the Executive Director.
· Applicants must be well organized, detail-oriented, and possess solid i nterpersonal acumen for interacting with a broad range of colleagues, customers, and clients-internally and externally-across the public and private sectors.
· Proficient at assessing and analyzing vast quantities of data, information and communications and always assessing the relevance of these and their level of priority for the Executive Director.
· Professional demeanor, presence, business acumen and the ability to quickly learn and understand the nuances of government and different agencies, organizational departments and divisions.
· Be adept at quickly learning and understanding the roles and responsibilities of the Executive Director and their team and others within the organization who support agency initiatives.
· Possess advanced office software skills; strong written communication skills, including the drafting and editing of high-level documents; a strong financial numeracy; and advanced presentation preparation and design skills.
· A strong rational and strategic thinker with well-developed problem-solving capabilities.
· Proficiency in troubleshooting common IT challenges and familiarity with platforms such as Microsoft Office Suite, video conferencing tools (e.g., Zoom,Teams), and network access.
· Ability to multi-task and prioritize work as assigned along with a desire to work in a fast-paced and team-focused environment.
· Proven ability to handle confidential and sensitive information with professionalism, diplomacy, and tact.
· Ability to grasp work concepts, ideas, and assignments on the go and perform as required, including with little or no advance notice and/or minimal direction.
Preferred:
· Experience in government, public administration, or business .
· Familiarity with executive operations and administrative protocols.
· Exemplary organizational, planning, problem solving, and project management skills are a must.
High School diploma/GED and three (3) years of professional job-related administrative support to a Senior Level role; or two (2) years of experience at the lower level Executive Admin Assist 1 (GSP141) or position equivalent. Note: An equivalent combination of knowledge, education, job or intern experience, training, or certifications that provides the necessary knowledge and skills to successfully perform the job at the level listed may be substituted year-over-year.
Additional Information
Agency Logo:
Requisition ID: ADM0J5G
Number of Openings: 1
Advertised Salary: $90K
Shift: Day Job
