Executive Administrative Assistant at Railinc Corp. in Cary, North Carolina

Job Description:

Classification - Exempt

Reports to VP, Chief of Staff

Location: Cary NC (Onsite presence is needed every work day - 8.30 am to 5.30 pm)

Summary/Objective

Responsible for providing administrative and clerical support to assist the President and executive staff (up to 8 individuals). Must be proficient in arranging and managing travel reservations at the lowest possible cost. Must work with all levels of the organization in coordination of administrative responsibilities including senior executives from the railroads and Railinc Board members. Operates automated office equipment. Applies job skills, company policies and procedures to complete a wide range of difficult tasks. May be assigned in various functional areas of the company.

Job Accountability/Responsibilities

Essential Functions:

Administrative:

• Daily Calendar Management and weekly check-ins with 2 executives for accuracy


• Assist with relocations within the building.


• Make travel arrangements, track budget expenses incurred for travel, vendor costs and supplies.


• Process Jira tickets for access and/or technical issues.


• Assist with mail merges.


• Assist with committee meetings & customer visits logistically and administratively.


• Create new hire introductory meetings with executive team members.


• Notary Public for notarizing employee and contractor documents.


• Complete weekly building inspections, notify property manager and inform the cleaning company of any issues


• Monitor Railinc telephone updates, organizational chart, building map, open space and headcount reports.


• Purchase employee rewards, tickets & recognitions, and track expenses.


• Verify invoices for correctness and track for processing.


• Manage various vendor tasks for the building.


• Schedules offsite meetings, negotiates rates for room blocks, conference rooms, catering, etc.


• Assist with any and all administrative duties of the President and Executive Staff and other team members.


• Coordinate company holiday events and process necessary permits.


• Create purchase orders via NetSuite.


• Process memberships fees as directed for executive members.


• Backup to Mail Room as necessary for shipping and receiving.


• Other duties as assigned.

Problem Solving:

• Works on assignments that are complex in nature where considerable judgment and initiative are required in resolving problems and making recommendations for resolution and procedural changes to preclude reoccurrence.

Interaction:

• Typically interacts with staff of other groups to exchange and coordinate information required for project completion.


• Interacts with external customers.


• Customer interactions require courtesy, exchange of information, and problem solving.


• Interacts with Railinc Board members and other railroad executives.


• Executive interactions require courtesy, exchange of information, and problem solving.


• Works effectively with all co-workers; team player.


• Communicates effectively; in a professional manner.

Responsibility for the Work of Others:

• May provide work direction and assistance to other administrative personnel.

Direction Received:

• Typically receives no oversight on routine work, general instructions on new assignments.

Knowledge, Skills, abilities/minimum requirements/competencies

• Demonstrated ability to adapt to and advocate for change


• Good interpersonal skills; must work effectively with co-workers within and outside their department, team player


• Excellent communication skills, verbal and written; must communicate effectively in a professional manner


• Ability to handle multiple activities, deadline-oriented environment, manage priorities, and remain professional at all times.


• Highly organized and flexible.


• Ability to identify and resolve issues effectively.


• Analytical and process skills.


• Must have a technical aptitude.


• MS Office skills.


• Demonstrated experience delivering excellent customer service to external/internal customers.

Education, experience, certification/training

• Bachelors degree required (In business administration, transportation/logistics or IT a plus)


• 1+ years of related equivalent applied work experience.


• Data analysis preferred

Values

• 
  Results: We deliver on our promises to create value for the freight rail industry through talented people, good ideas, business leadership and great technology.


• 
  Collaboration: We collaborate with our teams and our customers to get the job done, respecting individual ideas and contributions and moving forward in pursuit of shared goals.


• 
  Service: We serve the changing needs of our customers and our industry to enhance the value they bring to our community, the environment and our economy.

Physical Requirements

Sedentary work: Assignment involves sitting at workstation (desk) most of the time (up to 8 hours) with only occasional walking and/or standing

Keyboarding: Primarily using fingers for typing

Talking: Expressing or communicating verbally through use of spoken words (accurately conveying detailed or important spoken instructions to others)

Hearing: Ability to receive detailed information through oral communication and to make discriminations in sound.

Visual: Through close visual acuity, required to perform activities such as: preparing and analyzing data and figures; transcribing; viewing computer terminal; extensive reading (with or without correction).

Environment: Work is performed within an office setting and therefore there is no substantial exposure to adverse environmental conditions (i.e., extreme heat, cold, noise, etc.).

Disclaimer

The preceding job description has been designed to indicate the general nature and level of work to be performed. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job. The company reserves the right to change, modify and/or delete aspects of this position as needed at any time.

Equal Opportunity Employer - Women/Minorities/Veterans/Disabilities

All qualified applicants will receive consideration for employment without regard to race, color, age, religion, gender, national origin, disability, veteran status or other legally protected status.

Apply Now