Asst Secretary to the Board

Job Description The final salary will depend on the candidate's qualifications. Those with 8 years or more of required experience can expect offers up to the midpoint of the salary range. Metra provides full pay ranges so candidates can consider their growth potential. Metra is one of the largest and most complex commuter rail systems in North America, serving Cook, DuPage, Will, Lake, Kane, and McHenry Counties. The agency is linking communities in Northeastern Illinois by providing safe, reliable, and efficient commuter service. Metra’s Law Department is supported by the General Counsel, who reports to Metra’s Board of Directors and CEO. The department provides legal counsel to the Board, Metra’s senior leadership and every department in the agency. The department is organized into three teams: Governance/Team Support, Corporate/Regulatory, and Litigation/Risk Management. Metra’s Ethics Officer is a member of the department. The Law Department focuses on proactively identifying and addressing legal issues in support of Metra’s mission to deliver safe, reliable, efficient, and affordable commuter rail service that enhances the economic and environmental health of Northeast Illinois. Reporting directly to the General Counsel and recognized under Metra’s By-Laws, the Assistant Secretary to the Board of Directors plays a pivotal role in managing the administrative, organizational, and compliance needs of the Board of Directors and its officers. The primary duties include: Schedule, organize, and manage Board and committee meetings, including preparing detailed agendas, arranging logistics, coordinating attendees, and ensuring all timelines are met. Oversee the preparation and timely distribution of Board materials and documentation. Record Board actions during meetings and prepare comprehensive and accurate records for future reference. Provide high-level administrative and project management support to Board members, including managing Board calendars, scheduling strategic meetings, and handling Board-related correspondence. Act as the primary liaison for Board members, facilitating the flow of information between senior leadership and the Board. Maintain, organize, and update Board records, including minutes, resolutions, and governance policies, ensuring compliance with corporate governance and regulatory requirements. Promote safe work practices and maintain and foster a safe work environment. Perform other related duties as assigned to meet the ongoing needs of the organization. Metra is a railroad employer subject to the provisions of the Railroad Retirement Tax Act, not the Social Security Administration. Job Requirements Bachelor's degree or in lieu of specified degree four (4) years of administrative support experience is required, preferably as an executive assistant. In addition to #1, must have a minimum of five (5) years of experience as an Executive Assistant, with significant experience supporting and collaborating with a Board of Directors or senior executives in corporate and/or agency settings. Considerable knowledge of office practices and administrative processes. Considerable knowledge of proper grammar in the review and preparation of documents and reports. Good knowledge of records management. Proficient in Microsoft 365 (Outlook, Word, Excel, and PowerPoint); and Adobe Acrobat. Exceptional written and verbal communication and interpersonal skills. Strong project management skills. Strong organizational and record-keeping skills. Ability to work with sensitive information, exercise discretion, and maintain strict confidentiality. Ability to manage multiple complex projects with attention to detail in a fast-paced, dynamic environment. Ability to always maintain a high level of professionalism when interacting with senior executives and board members. Ability to lift and move up to 10 pounds. Must be willing to travel within and outside of Metra's 6-county region. Preferred: Certified Administrative Professional. Metra employees in an active review period under the current discipline policy or who have documented attendance or performance issues will not be considered and/or selected for this position. Please note: Regardless of any state laws that legalize marijuana, Metra prohibits applicants and employees’ use or possession of marijuana (or marijuana paraphernalia), or having detectable amounts of marijuana in their bodies, including synthetic and/or non-synthetic substances such as THC for any reason for pre-employment screening purposes, while on duty, subject to duty, on Metra property, or in Metra work equipment and vehicles. Metra is an Equal Opportunity/Affirmative Action Employer. It is our policy to fill vacant positions with qualified candidates without regard to race, color, sex, religion, national origin, age, gender identity, disability, or any protected categories, assuming an individual can perform the essential functions of the job with or without accommodation. Metra is committed to ensuring that our career website and recruiting process are accessible to all individuals. If you encounter difficulties or limitations in using or accessing our online application, or if you require reasonable accommodations to complete this application, participate in interviews, complete any pre-employment testing, or engage in any other aspect of the employee selection process, please direct your inquiries to RAC@Metrarr.com.