Manager, Board Coordination & Executive Office

Job Description

Marketing Statement:

Be part of Transit History! The Manager Board Coordination provides executive-level administrative support to the General Manager and Chief of Staff, and Board Corporate Secretary Office serving as the primary point of contact for internal and external constituencies, including the Board of Directors. The incumbent must be a proactive, professional, detail-oriented and organized critical thinker, able to easily and successfully balance a variety of responsibilities and priorities Authority-wide. Additionally, this role requires the ability to act both independently and with others across the Agency, conduct research and translate findings into briefing material, and handle highly confidential and sensitive information. The manager plays a crucial role in ensuring smooth flow of operations in a mission-focused and results-driven environment.

Minimum Qualifications

Education

• A Bachelors degree from an accredited college or university.
  • In lieu of a bachelors degree, a high school diploma or GED, plus four years of experience in supporting or coordinating with Board of Directors, executive teams or high-level committees to include familiarity with governance practices, board bylaws, corporate or public agency policies and project management related activities, in addition to the required experience listed below.

Experience

• A minimum of six (6) years of experience in supporting or coordinating with Board of Directors, executive teams, or high-level committees to include familiarity with governance practices, board bylaws, corporate or public agency policies and project management related activities.

Certification/Licensure

• N/A

Preferred Qualifications

• Bachelor's Degree
• Experience working with CEOs or senior management desirable.
• Event planning and social media experience a plus.

Medical Group

Satisfactorily complete the medical examination for this position, if required. The incumbent must be able to perform the essential functions of this position either with or without reasonable accommodations.

Summary

The Manager, Board Coordination & Executive Office provides leadership and operational oversight for coordination with the Board Corporate Secretary and for the Senior Executive Team (General Manager and Chief Executive Officer (GM/CEO) and their direct reports). Serves as the manager of support for the Chief of Staff and Senior Executive Team, and liaison to the Board Corporate Secretary, handling matters of organizational importance as requested and as appropriate. The incumbent administrates and coordinates top-level functions pertaining to the overall activities of the organization. Assists with a variety of tasks and communications with the Board Corporate Secretary, the Senior Executive Team, the Senior Management Team, and other staff. Demonstrates ability to initiate and perform effective research and follow-up on a wide range of administrative and organizational projects. Must be able to consistently perform high quality work that promotes and enhances the mission of Metro. Maintains effective and professional working relationships with the Board Corporate Secretary, the Senior Executive Team, and the Senior Management Team.

Job Duties

• Provides comprehensive strategic and administrative support to the Executive Office and as liaison to the Board Corporate Secretary.
• Proactively identifies problems and recommends or implements solutions on an organizational basis. Operates with a high degree of independent judgment to relieve the Senior Executive Team of administrative and business detail, including designing & implementing new Executive Office procedures to increase efficiency and productivity.
• Develops action plans needed to help Senior Executive Team accomplish their annual goals and objectives.
• Plans & schedules Senior Executive Team's calendar and organizes the Team's activities.
• Manages the annual review process for the General Manager and Chief Executive Officer in reviewing their direct reports.
• Represents the Senior Executive Team where necessary in external and internal meetings including other varied duties such as meeting notices, registration, greetings, arrangements for meetings, etc.
• Conducts research as necessary on issues of importance and sensitivity, producing briefing materials and information for the Senior Executive Team.
• Manages Senior Executive Team files and other confidential files.
• Composes and prepares correspondence and other written materials.
• Manages flow of information through the Senior Executive Team.
• Takes initiative to independently address a variety of matters and makes autonomous decisions according to established policy, on behalf of the Senior Executive Team.
• Works with the Senior Executive Team to determine person(s) responsible for action and follows up as necessary.
• Handles calls, written correspondence, and emails on behalf of the Senior Executive Team or directs to appropriate staff.
• Responsible for inter-departmental liaison and coordination with the Board Corporate Secretary.
• Develops Board of Directors agendas and Board Committee agendas in collaboration with the Board Corporate Secretary.
• Leads compilation of material, workplan and orientation for Board and Committee meetings in collaboration with the Senior Executive Team.
• Prepares and provides all required Board materials to Senior Executive Team for Board of Directors and Board Committee meetings, including pre-briefs, special meetings etc.
• Overall management of the Executive Office including Senior Executive Team and Senior Management Team meetings, General Manager townhalls, Authority special events, various department graduations, and other events as may be desired by the Senior Executive Team.
• In consultation with the General Manager and/or Senior Executive Team, prepare agendas for internal and external meetings involving the General Manager and/or Senior Executive Team.
• Schedules, arranges and attends meetings. Duties include logistical support, preparation and distribution of materials, taking and composing of meeting notes, and all necessary follow-ups.

Other Duties

• External: May interact with the Board of Directors, elected officials, and community leaders.
• Internal: Direct interaction with General Manager, Senior Executive Team, all other staff, and Board Corporate Secretary and their staff.
• Maintains and promotes awareness and accountability with safety policies and procedures while performing job functions. Promotes a positive safety culture and encourages reporting of safety concerns consistent with our Agency Safety Plan, other regulatory requirements within the Safety Management System and just culture principles.

The functions listed are not intended to limit specific duties and responsibilities of any particular position. Nor is it intended to limit in any way the right of managers and supervisors to assign, direct and control the work of employees under their supervision.

Evaluation Criteria

Consideration will be given to applicants whose resumes demonstrate the required education and experience. Applicants should include all relevant education and work experience.

Evaluation criteria may include one or more of the following:

• Skills and/or behavioral assessment
• Personal interview
• Verification of education and experience (including certifications and licenses)
• Criminal Background Check (a criminal conviction is not an automatic bar to employment)
• Medical examination including a drug and alcohol screening (for safety sensitive positions)
• Review of a current motor vehicle report

Closing

WMATA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, disability, status as a protected veteran, or any other status protected by applicable federal law.

This posting is an announcement of a vacant position under recruitment. It is not intended to replace the official job description. Job descriptions are available upon confirmation of an interview.