Executive Assistant presso Toledo Area Regional Transit Authority

The Executive Assistant at Toledo Area Regional Transit Authority (TARTA) provides essential office management, administrative, and complex secretarial support services for the Chief Executive Officer (CEO), & Chief Mobility & Customer Experience Officer, and the TARTA Board of Trustees. This role is pivotal in facilitating the agency's mission of empowering people to make connections and achieving its vision of becoming a trusted and reliable source of mobility and independence for the community.

TARTA has recently embarked on a transformational journey with the passage of Issue 12 in 2021. This local sales tax levy has significantly increased the local investment into the transit authority and has also expanded its service area to all of Lucas County and the City of Rossford in Wood County. In response to the local community’s renewed focus and support of TARTA, the Board adopted TARTA Next, a ten-year plan to increase services, invest in capital assets such as new mobility hubs and a zero-emissions bus fleet, and to improve customer experience through investments in technology, bus shelters and signage, and customer outreach. This transformation is well underway and powered by a dedicated team of professionals in each department from the leadership team to every front-line team member.                                                                                                                          

DUTIES AND RESPONSIBILITIES: 

• Draft, proofread, and prepare a variety of professional documents—including reports, letters, and statistical summaries—based on written and verbal input.
• Manage executive calendars, schedule meetings, coordinate appointments, and arrange travel and itineraries for executives and board members.
• Maintain filing systems, departmental records, and databases—both digital and physical—ensuring organization, confidentiality, and compliance.
• Serve as the main point of contact for departmental communications, handling correspondence, phone calls, visitors, and mail distribution.
• Support departmental and executive operations by coordinating office activities, tracking inventory, contributing to departmental financial activities including purchase order creation, and overseeing administrative projects and special assignments.
• Take meeting minutes, document proceedings, and track follow-up actions; compile departmental data for reporting and compliance purposes.
• Record and coordinate resolution of customer complaints and inquiries; maintain clear logs and communicate outcomes.
• Ensure adherence to internal procedures, collective bargaining agreements, and applicable laws and regulations; update or create office protocols and manuals as needed.
• Represent the department in public or interdepartmental functions when designated; assist in organizing internal and agency-wide events and initiatives.
• Uphold confidentiality and Equal Employment Opportunity principles in all aspects of work; perform other duties as assigned. 

Essential Knowledge, Skills and Abilities

• Knowledge of:
  1. General office practices and procedures.
  2. Applicable local, state, and federal laws, rules, and regulations pertaining to a public agency.
  3. Agency rules and procedures.
  4. Basic agency policy/leadership/managerial command positions on the major issues facing the authority.
  5. English usage, grammar, punctuation, and spelling.
  6. Recordkeeping procedures.
  7. Personal computer usage and applicable business software applications.
• Skill in:
  1. Exercising good judgment, taking initiative, and working independently.
  2. Coordinating and implementing procedures for effective workflow.
  3. Communicating effectively orally and in writing.
  4. Interacting professionally with various levels of TARTA employees, Board members, elected officials, and the public.
  5. Typing accurately at 40 net words per minute.
  6. Operating computers and a variety of general office equipment.
• Ability to:
  1. Manage several concurrent projects.
  2. Meet timelines and deadlines.
  3. Handle confidential and politically sensitive information.
  4. Understand, interpret, and apply laws, rules, regulations, policies, and procedures.
  5. Set up and maintain complex filing systems.
  6. Format letters, memoranda, and reports in an appropriate business style.
  7. Proofread work and identify/correct errors.
  8. Read, write, speak, and understand English. 

Minimum Qualifications

A combination of education and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position.  

Education and Experience

• Associate's Degree in Office Administration or a related field is desired. 
• Two years of relevant experience performing complex secretarial support work is required. 

Special Conditions

The physical demands described are representative of those that must be satisfied by the employee to successfully perform the essential functions of this job. TARTA provides reasonable accommodation to enable individuals with disabilities to perform the essential functions. Shifts may vary and may include weekends (both days). 

Working Conditions

The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job including close exposure to computer monitors and video screens. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Primarily works in an office setting, providing support via phone, email, and remote desktop tools. The office environment is typically well-lit, temperature-controlled, and equipped with ergonomic workstations to ensure comfort during extended periods of computer use.

Physical Effort Required

The Executive Secretary position requires continuous sitting (5.5 to 8 hours daily) and occasional standing (0.25 to 2.5 hours daily). Continuous walking (5.5 to 8 hours daily) is necessary. Occasional lifting/carrying up to 10 lbs (0.25 to 2.5 hours daily) is required, with no lifting/carrying over 10 lbs. No driving is required for this role. Reaching above shoulder level (0.25 to 2.5 hours daily) and bending/stooping (0.25 to 2.5 hours daily) are required. Pushing/pulling is never required. Fine manipulation is required frequently (2.5 to 5.5 hours daily). The stress level for this role is moderate.

TARTA is an Affirmative Action/Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, parental status, military service, or any other protected status.