BASIC FUNCTION:

This position reports to the Vice President, Executive Office & Corporate Secretary, Vice President, Strategic & International Programs, and General Counsel. They also work very closely with the President and CEO as well as APTA Officers and their support staff.  This role encompasses three primary areas of responsibility: program management, meeting planning and special events, and executive level administrative support. The Program Manager-Executive Office is instrumental in coordinating various committees, meetings, events, and administrative tasks critical to the organization’s success.

DUTIES AND RESPONSIBLITIES:

Specific duties and responsibilities include but are not limited to the following:

Program Management:

The Program Manager is responsible for providing staff support or taking a lead role in managing and developing agendas, facilitating meetings, engaging with members, and handling logistics. This position acts as an additional liaison in coordination with the Vice President or General Counsel for various committees, councils, and boards. These include but are not limited to the following:

  • Awards Committee (handles all aspects of the awards program in conjunction with special events)
  • Diversity and Inclusion Council
  • Transit Board Members Committee
  • High-level task forces/committees (as they occur)

Meeting Planning/Special Events:

The Program Manager is responsible for planning and coordinating various meetings and special events, including:

  • APTA Board meetings (three per year)
  • Executive Committee meetings (three per year, one of which is a 2.5-day off-site retreat)
  • Study Missions
  • Transit Board Member Seminar
  • Awards/Honors Ceremony
  • Nominating Committee Meeting
  • Awards Committee Meeting

Administrative Support:

The Program Manager provides comprehensive administrative assistance to top level executives, including the following:

  • Schedules, travel arrangements, expense reports, and calendar management for the President and CEO, APTA Chair, and Executive Office staff
  • Contracts database management
  • Federal Register submissions
  • Executive Office correspondence
  • APTAConnect updates for various committees
  • Board/Executive Committee roster updates (in coordination with the Website Manager)

MEASURES OF ACCOUNTABILITY:

  • Extent to which instructions are correctly and timely executed;
  • Extent to which committee meetings, events, arrangements/logistics are scheduled and planned in a timely manner and accurate itineraries and other materials are produced;
  • Extent to which conference and committee information on APTA’s website and APTAConnect is accurate and timely to ensure members’ access to the most up to date information;
  • Extent to which conference speakers’ and program committee members’ questions and requests are handled in a professional and timely manner;
  • Extent to which the correspondence and other written material produced for the Executive Office is free from grammatical and punctuation errors, formatted according to APTA standards, and produced in a professional manner;
  • Extent to which schedules, travel arrangements, calendars, as well as other administrative tasks for the Executive Office are handled in an accurate and efficient manner; and
  • Extent to which the contract database is managed to ensure the accuracy of contracts and other documents.

Qualifications:

  • Bachelor’s degree and a minimum of five years of combined executive level and administrative support experience;
  • Advanced proficiency with the Microsoft Office suite, including Outlook, Word, PowerPoint, and Excel, etc.;
  • Highly effective oral and written communication and analytical skills;
  • Strong organizational skills and ability to prioritize among competing tasks;
  • Deadline driven, detail-oriented, flexible, and creative;
  • Experience with high-level domestic and international travel coordination;
  • Project management skills;
  • Solid aptitude for customer service with the ability to field daily member calls as well as the ability to assist and resolve member issues;
  • High degree of discretion, integrity, confidentiality, tact, judgment, and poise;
  • Self-starter and the ability to work independently with general instructions on a wide variety of special projects;
  • Ability to work well with staff, association members as well as individuals from external organizations;
  • Experience with coordinating multiple projects simultaneously; and
  • Ability to travel to meetings and events as directed by the Executive Office.

The American Public Transportation Association (APTA) is North America’s foremost organization dedicated to the advancement of public transit. APTA is a nonprofit international association of over 1,500 member organizations which include transit systems, planning, design, construction and finance firms, product and service providers, academic institutions, and state associations and departments of transportation.

APTA offers competitive salaries and excellent benefits. We are on the orange/blue and red Metro lines.

To apply for this position, please send a cover letter and your resume to aptajobs@apta.com.

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