Executive Assistant- CEO at Davidson Transit Organi – Nashville, Tennessee

DAVIDSON TRANSIT ORGANIZATION

Executive Assistant to the CEO and Chief of Staff

Department: Executive Office
Reports To: Chief of Staff

Position Summary

The Executive Assistant to the CEO is responsible for managing the Office of the CEO, providing senior-level administrative support to the Chief Executive Officer and Executive Team, and serving as Board Liaison for the Nashville MTA Board of Directors and the Regional Transportation Authority (RTA) of Middle Tennessee Board of Directors.

This position requires exceptional organizational skills, discretion, professionalism, and the ability to manage high-level communications in a fast-paced, highly visible public-sector environment.

Key Responsibilities

Executive Office Management

• Manage the daily operations of the CEO’s office.
• Maintain and coordinate the CEO’s complex calendar and meeting logistics.
• Coordinate meeting room scheduling for executive and agency use.
• Manage incoming communications, correspondence, and follow-up tracking.
• Draft professional correspondence and documents on behalf of the CEO.
• Arrange complex conference calls and executive meetings.
• Prepare reports, presentations, charts, and executive summaries.
• Coordinate travel arrangements, registrations, and expense reporting.
• Maintain executive payroll attendance records and office expense documentation.
• Design and maintain record-keeping systems and confidential files.
• Anticipate executive needs and respond to last-minute changes with flexibility and discretion.

Board Liaison Responsibilities

Serve as the primary liaison to the Nashville MTA and RTA Boards of Directors.

• Coordinate and schedule Board and Committee meetings.
• Ensure compliance with Sunshine Law public notice requirements.
• Prepare and distribute meeting notices, agendas, and Board books.
• Compile PowerPoint presentations and meeting materials.
• Record and transcribe Board meeting minutes.
• Maintain official Board records, action items, and appointment files.
• Coordinate Board retreats and special meetings.
• Manage Board member travel arrangements.
• Maintain permanent record books and electronic archives.

Critical Skills & Competencies

• Ability to maintain strict confidentiality.
• Exceptional organizational and time management skills.
• Strong attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Advanced knowledge of grammar and business correspondence standards.
• Ability to prioritize multiple projects under tight deadlines.
• Strong interpersonal skills with the ability to work effectively at all levels of the organization.
• Ability to work independently with minimal supervision.
• Professional demeanor when interacting with elected officials, government representatives, Board members, and the public.

Technical Proficiency

• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams, SharePoint)
• Adobe Acrobat (PDF compilation and management)
• Electronic signature platforms (e.g., DocuSign)
• Strong general computer and administrative systems knowledge

Minimum Qualifications

• Minimum of five (5) years of experience in a senior administrative role supporting executive leadership.
• Demonstrated experience supporting Boards of Directors or high-level governing bodies preferred.
• Advanced proficiency in Microsoft Office applications.
• Valid driver’s license required.

Work Environment & Physical Requirements

This position requires the ability to sit, stand, walk, lift, reach, write, speak, and use office equipment for extended periods. Must be able to operate standard office equipment including computers, telephones, printers, and copiers.

Additional Requirements

• Flexibility to attend meetings outside of standard business hours as needed.
• Ability to work under pressure and respond to emergency situations.
• Strong customer service orientation.
• Ability to follow detailed written and verbal instructions.

This position plays a critical role in ensuring executive effectiveness, Board governance support, and operational excellence within the organization.