Title:
Executive Secretary to the Board
Department:
NJTPA
Reports To:
Director Communications & Public Affairs
Position Type:
Staff
Position Summary:
Under the supervision of the Director of
Public Affairs, the Executive Secretary to the Board provides administrative and
logistical support to the NJTPA Board of Trustees and its committees, including
coordinating the meeting preparation process, drafting meeting minutes and
reports, maintaining contact lists, compiling, and distributing meeting
packages, and all other related tasks. Meeting formats include virtual,
in-person and hybrid. Applicants should be comfortable working in all these
settings. This position also assists in maintaining the NJTPA's website,
distributes electronic mailings, and performs related tasks.
Essential Functions:
- Provide administrative and
logistical support to the NJTPA Board of Trustees, and its committees in
coordination with senior staff at the NJTPA.
- Schedule committee meetings,
compile meeting agendas, edit resolutions and supporting documents gathered
from various departments, organize the agenda packages, and distribute
materials on a timely basis.
- Serve as the clerk of the Board of
Trustees and its committees, conducting rollcall votes and other duties
during the meetings and preparing concise minutes.
- Draft reports for committee
chairs, highlighting activities of their respective committees to the Board
of Trustees.
- Maintain the official roster and
mailing list of NJTPA Board and Committee members and assist staff in
communicating with these members when necessary. Maintain other contact
lists, including Mailchimp e-list.
- Distribute meeting information,
documents, and NJTPA-related news via email and Mailchimp-based distribution
lists.
- Maintain a searchable archive of
all NJTPA Board agenda, minutes, resolutions, etc.
Additional Functions:
- As needed, assist with website content, including posting calendar items,
updating pages, and sharing transportation news articles.
- Performs other duties as
assigned.
Prerequisite Qualifications:
- Degree from an accredited college or university.
- 2-3 years related
experience providing administrative support to a Board, governing body, or
similar organization.
- Demonstrated relevant
writing, editing, and organizational skills.
- Knowledge of MS Office
Suite - particularly, Word, Outlook, SharePoint, and Teams.
- At the university's discretion, the education and experience
prerequisites may be exempted where the candidate can demonstrate to the
satisfaction of the university, an equivalent combination of education and
experience specifically preparing the candidate for success in the position.
Preferred Qualifications:
- Familiarity with Roberts Rules of Order and the Open Public Meetings Act.
- Experience using Zoom
and other virtual meeting platforms.
- Familiarity with website
functioning and/or experience with basic website administration.
- Interest in/familiarity
with transportation and/or urban planning.
Bargaining Unit:
PSA
Range/Band:
23
FLSA:
Exempt
Full-Time