Board Administrator Executive Assistant

About Greater Cleveland Regional Transit Authority

The Greater Cleveland Regional Transit Authority (RTA) provides transportation services for 150,000-200,000 customers on a typical weekday, or about 45 million rides annually, through a variety of services. In 2016, RTA provided 18.1 million vehicle-miles of service on all modes -- HealthLine, bus, Paratransit, light rail, heavy rail, and vanpools. RTA is the 2019 recipient of the prestigious American Public Transportation Association (APTA) Gold award for Bus Safety & Security Excellence. We are proud to be one of northeast Ohio’s major employers with a workforce of over 2,100 employees carrying out our mission of Connecting the Community.

We offer a wide range of comprehensive benefits and programs to support the health and wellness of employees and family members including health benefits (medical, dental and vision), a wellness incentive program and participation in the Ohio Public Employee Retirement System (OPERS.)

Position Summary

Seeking a Board Administrator/Executive Assistant to drive stakeholder collaboration, manage deadlines, maintain digital schedules, streamline processes through strong technology acumen, virtual project management, efficient notetaking, electronic document handling, and community engagement—all while operating with complete confidentiality, discretion, and a self-starting approach. This role requires a proactive and detail-oriented professional who can ensure effective board operations and executive support. Partners with the IT department to ensure all equipment including microphones, audio/video systems, and lighting is fully functional throughout all phases of use, including pre-setup checks, meeting setup, live operation, and post-meeting storage. This position will serve as backup support to other executive/administrative assistants as needed.

The Board Administrator/Executive Assistant provides high-level administrative support to the General Manager/CEO and serves as the primary liaison for the Board of Trustees. This role ensures the seamless execution of executive functions, board governance, and organizational policies while maintaining confidentiality and professionalism. The position upholds legal, regulatory, and ethical standards, monitors board policies and governance frameworks, and assists with Board member onboarding and governance training. A strong understanding of Robert’s Rules of Order and discretion in handling sensitive matters are essential.

Scope

Board of Trustees Administration:

Serves as the primary point of contact between Board members, executives, and stakeholders.

Distributes board reports, updates, and relevant communications.

Facilitates collaboration between board members and committees.

Organizes and schedules board meetings, including agenda preparation, meeting notices, and logistics.

Partners with the IT department to ensure all equipment including microphones, audio/video systems, and lighting is fully functional throughout all phases of use, including pre-setup checks, meeting setup, live operation, and post-meeting storage.

Records, distributes, and maintains accurate meeting minutes and follow up on action items.

Maintains official bylaws, policies, and resolutions.

Handles inquiries and provides excellent customer service to stakeholders.

Executive Support:

Manages the executive’s schedule, including meetings, travel, and board-related budgets.

Prepares reports, presentations, and briefing materials for leadership.

Drafts, proofreads, and coordinates correspondence, including emails, memos, and official documents. Handles confidential and sensitive information with discretion.

Acts as a liaison between the executive office and internal/external stakeholders.

Serve as backup support to other executive and administrative assistants across the organization as needed, ensuring continuity of operations and collaborative coverage during absences or high-demand periods.

Organizes and manages confidential and sensitive documents.

Minimum Requirements

Five to seven years of experience in executive support, board administration, or governance.

Bachelor’s degree in business administration, public administration, or a related field.

Experience in public transportation, government, or nonprofit sectors is highly desirable.

Must be proficient and be able to demonstrate skills in Microsoft Office (Word, Excel & PowerPoint).

Must have the ability to notarize documents or be able to obtain notary certification through company-sponsored training.

Skills & Competencies

Strong organizational and time-management skills

Excellent written and verbal communication abilities

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and board management software

Experience in virtual and notetaking platforms, digital scheduling, project management and electronic document management systems

Ability to manage multiple priorities while maintaining attention to detail including flexibility in work schedule and meeting room setup

High level of discretion and ability to handle sensitive information confidentially

Knowledge of governance policies, open meeting laws, and regulatory compliance

Experience working with community stakeholders to coordinate, collaborate on various projects and deadlines

Environmental Conditions: This person will work predominantly in an office-type environment.

Physical Demands: While performing the duties of this job, the employee is regularly required to sit up to 8 or more hours a day. The employee is frequently required to see, hear, and speak. The employee may be required to work at a computer workstation for more than 5 hours a day.

Mental Demands: Reading, studying, focused listening, auditing, inspecting, proofreading, and evaluating required. Ability to give, receive, and analyze information and prepare written materials. Ability to communicate effectively (verbal and written); interpret policy, procedures, and data.

AN EQUAL OPPORTUNITY/ADA EMPLOYER/DRUG-FREE WORKPLACE