JOB SUMMARY

This position provides executive assistance to Administration and Corporate Affairs Department and others as may be needed and facilitate record keeping and document filing, budget and expense preparation and monitoring, expense account submission, travel scheduling, document and correspondence preparation, corporate communications and state and local relations support for the department. This position interacts with all levels of employees in person, on the phone and via e-mail communications, elected officials, and the public.

Uses business concepts and function objectives to generate innovative solutions to complex problems. Proposes improvements to processes. Acts as a team lead; often coordinates the work of others. Delivers work which directly impacts quality of team output to agreed timescales, service levels or similar metric.

JOB DUTIES

• Provides administrative support to Executive Vice President Administration & Corporate Affairs, AVP Communications, and AVP Facilities Administration.
• Schedules and coordinates meetings in-person and via conference calls, and creates and disseminates agendas.
• Manages travel arrangements for domestic and international travel accompanied by detailed itineraries.
• Creates and submits expenses reports for assigned Executive staff.
• Assists with event planning, logistics and execution.
• Maintains and files incoming and outgoing correspondence.
• Edits and proofreads documents for final draft quality.
• Manages KCS Charitable contributions – submits, monitors and processes requests and payments for charitable contribution transactions. Maintains detailed records and provided year-over-year summaries of transactions.
• Assists in the annual budgeting process and budget reporting for Corporate Affairs Department.
• Utilizes SAP system to create purchase requisitions and purchase orders to facilitate payments to vendors.
• Manages all record keeping and reporting of KCS PAC’s (Political Action Committees).
• Accurately and timely files monthly and quarterly PAC reporting as required.
• Functions as treasurer for KCS Employees PAC, and KCS Employees PAC “Federal Committee”.
• Serves as back up to other Executive Assistants.
• Exemplifies KCS Vision, Values, and Culture in each and every interaction with team, clients, and stakeholders.

BASIC QUALIFICATIONS

• High School diploma or equivalent
• Experience supporting executive management

PREFERRED REQUIREMENTS

• Bachelor's degree from an accredited university or college
• Three (3) years of relevant professional experience
• General experience with SAP and Concur
• Previous bookkeeping experience
• General familiarity with Spanish language

ESSENTIAL FUNCTIONS

• Proficiency with Microsoft Office Suite Products (Word, Excel, PowerPoint and Outlook) required
• Strong interpersonal skills and ability to work well with other assistants and other internal and external constituents.
• Positive and helpful outward facing demeanor.
• Ability to work independently with minimal supervision.
• Ability to prioritize work and handle multiple responsibilities.
• Proficient computer skills with knowledge of and ability to use.
• Strong attention to detail and high degree of accuracy.
• Ability to take initiative, work independently and exhibit strict confidentiality and discretion. Demonstrated sense of urgency and consistent follow-through.
• Ability to build inter-departmental relationships to improve processes.

The duties listed are representative of the job; however, it in no way states or implies that these are the only duties a person may be required to perform.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or is an essential function of the position.

We are proud to be an EEO/AA employer/Veteran/Disabled. We maintain a drug-free workplace and perform pre-employment substance abuse testing.

Required Skills Required Experience