Senior executive assistant

MBTA; Boston (MA); On-site; USD 70,000 - 90,000; Full time

Job summary

The MBTA is seeking a Senior Executive Assistant to provide high-level administrative support to the Chief Administrative Officer and Senior Advisor. The successful candidate will handle a variety of tasks from scheduling and correspondence to project management, promoting a collaborative and efficient supporting role in a fast-paced environment central to public transit initiatives.

Qualifications

• Five years of experience in office management at the executive level.
• Demonstrated ability to handle sensitive and confidential information.
• Proficiency in Microsoft Office applications, especially Outlook, Word, Excel, and PowerPoint.

Responsibilities

• Manage schedules and coordinate meetings for the Chief Administrative Officer.
• Handle correspondence and prepare reports on behalf of executive leadership.
• Assist with special projects, including research and report preparation.

Skills

Strong communication skills

Organizational skills

Conflict resolution

Customer service

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

At the MBTA, we envision a thriving region enabled by a best-in-class transit system. Our mission is to serve the public by providing safe, reliable, and accessible transportation. MBTA’s core values are built around safety, service, equity, and sustainability and each employee that works for the MBTA performs their roles based on our vision, mission, and values. This includes attendance, participation, and contribution in local safety committee meetings as needed.

Job Summary

The Senior Executive Assistant will provide administrative and leadership support to the Chief Administrative Officer (CAO) and the Senior Advisor of Transit Special Projects and Initiatives. The Senior Executive Assistant will manage schedules, coordinate meetings, handle and write correspondence, prepare reports, participate in special projects on the behalf of the CAO and Sr. Advisor with at times carrying the voice and direction of executive leadership. The Senior Executive Assistant will act as liaison for the CAO and Sr. Advisor including, but not limited to, the principal duties and responsibilities listed below. This position has a dotted line reporting relationship to the Sr. Advisor.

The CAO reports directly to the General Manager and manages a diverse and varied group of departments: Workforce Management (Human Resources; Labor Relations), Commercial Strategies, Finance, Fare Transformation, Procurement, Information Technology, Occupational Health, Real Estate, and Transit Oriented Development.

This Senior Executive Assistant will encounter sensitive and confidential information, and the role requires an individual who is experienced in responding to complex situations and handling sensitive materials in a discreet, timely manner. The ideal candidate will require little to no supervision, takes initiative, is well organized, is flexible, and can manage multiple priorities simultaneously.

Duties & Responsibilities

• Perform Administrative and Office Support Activities including but not limited to creation/revision of presentations/reports, correspondence, and excel worksheets as well as management of calendars and emails.
• Update Excel spreadsheets, charts, and graphs and provide administrative support in the creation and design of PowerPoint presentations.
• Provide administrative leadership and governance support to the CAO and Sr. Advisor.
• Assist with special projects (such as FIFA and Transit Orientated Development projects), conducting research, preparing reports, etc.
• Support and participate in initiatives to improve the effectiveness of the administrative team.
• Handle complex and confidential situations and requests.
• Establish & sustain relationships with CAO reports, Sr. Advisor, Executive Staff, and other key stakeholders. Become familiar with all CAO divisions and issues coming in front of the CAO.
• Independently field and manage correspondence/requests in a courteous and professional manner on behalf of the CAO as necessary. Follow up with stakeholders on behalf of the CAO, as required.
• Proofread and edit documents to ensure accurate and consistent data and story flow aligning with CAO and Sr. Advisor goals and strategy. Includes reviewing all Board material prior to CAO review and approval. Will work directly with CEX in coordinating board time and presentations made by the CAO organization.
• Monitor and update online records and folder systems to ensure that information is easily retrievable.
• Support printing and copying as needed.
• Collect weekly updates from Administration senior leadership and summarize for CAO.
• Ensure security, integrity and confidentiality of data and information.
• Coordinate and prepare the CAO and Sr. Advisor for meetings and presentations.
• Maintain and/or assist in maintaining the calendars/schedules for CAO and Sr. Advisor
• Manage CAO team meetings including Agenda and critical topics to be discussed.
• Secure conference rooms or other venues for applicable meetings.
• Attend meetings upon request to record, transcribe and summarize discussion topics for reports and memos.
• Plan and assist the coordination, logistics, and communication of All Hands Meetings, TOD Events, and other meetings and events as needed.
• Process travel expense reimbursement reports for CAO and Sr. Advisor.
• Manage, coordinate, and maintain CAO department budget including monitoring, tracking, expenditures, invoices. Includes managing the associated resources as assigned by the CAO and Sr. Advisor. Process procurement requisitions, approve invoices, and other financial responsibilities relating to budget management.
• Take part in committees as assigned.
• Respond to each inquiry, whether from a customer, stakeholder, or coworker in a courteous and professional manner consistent with the Authority's customer service quality standard.
• Perform all other related duties and projects that may be assigned.
  
  
  

Supervision

• No direct reports.
  
  
  

Minimum Requirements & Qualifications

• A high school diploma or equivalent (G.E.D.)
• Five (5) years of experience in office management and/or coordination at the C-Suite or Executive level.
• Receptionist or similar position with a proven track record of customer service and high performance.
• Must be proficient in Microsoft Office applications, specifically with Outlook, Teams, Word, Excel, PowerPoint.
• Strong communications skills, excellent customer service, conflict resolution, and writing skills.
• Strong organizational skills.
• Experience compiling information and data into written and graphic presentations.
• Experience proof reading memos and reports.
• Demonstrated ability to effectively work within a fast-paced office environment and prioritize work appropriately.
• Ability to effectively communicate with customers, employees, vendors, contractors, and state and federal officials.
• Ability to maintain and protect personal and confidential information.
• Ability to decipher issues and inquiries that need immediate attention.
• Knowledge of business and management principles.
• Ability to work effectively with a diverse workforce.
• Must be experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision.
  
  
  

Substitutions Include

• A Master’s degree in a related subject substitute for two (2) years of general experience.
• A nationally recognized certification, or statewide/professional certification in a related field substitutes for one (1) year of experience
  
  
  

Preferred Experience And Skills

• A degree from an accredited institution in Business Administration or a related field
• Administrative experience within a transit or public sector setting.
• Additional years of experience in office management and/or coordination at the C-Suite or Executive level.
• Three (3) years in office management or coordination as an Administrative Assistant/Executive
  
  
  

Job Conditions:

• Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English.
• Ability to commute to assigned work locations in the Boston, MA metro area, as required by the role.
• Ability to provide internal and external customers with courteous and professional experiences.
• Ability to work effectively independently and as part of a team (or supervise, if required).
• Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co-workers.
• Ability to adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA, including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies.
• Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if current student or recent graduate), including overall employment, job performance, discipline, and safety records (infractions and/or offenses occurring after the closing of the posting and before the filling of a vacancy may preclude a candidate from consideration for selection).
• Ability to pass a Criminal Offender Record Information (CORI) check, comprehensive background screening, and / or medical Clinic screening, potentially including a physical examination and drug and alcohol screenings.
• Ability to work all shifts and / or locations assigned, directed, or necessary for this position, including (for some transit / operations roles) up to twenty-four (24) hours per day, seven (7) days per week as necessary to accommodate severe weather conditions, emergencies, or any other circumstances that may potentially impact service or the safety of service.
• Intern / co-op staff must be enrolled full or part-time in an accredited educational program and maintain a cumulative GPA of at least 2.5 for the entire duration of the internship / co-op.
  
  
  

Disclaimers and Definitions:

• General Disclaimer: The statements contained in this job description are intended to describe a summary, general nature, and complexity of typical job functions and do not represent an exhaustive list of all duties, tasks, and responsibilities required of staff assigned to this position.
• Application Completion: It is each applicant’s responsibility to ensure application details are entered completely and correctly, including updated work and education histories (past and current). Incomplete applications may not be considered. Attachments do not substitute for application fields. Recruitment team does not have access to existing employee data / history.
• Application Deadlines: Applicants should apply as soon as possible, as the MBTA may stop considering applicants after a sufficiently large applicant pool is established.
• Work Environment: The physical demands and work environment characteristics described here-in are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform essential functions. See job description for role-specific requirements.
• Work Eligibility: Although the MBTA is an Equal Opportunity Employer, all employees must be legally authorized to work in the United States for any employer and on an unrestricted basis (the MBTA does not sponsor non-US citizens). However, if you have an unrestricted work authorization, or sponsored by a separate entity, you are welcome to apply for open positions. International students taking part in CPT / STEM / OPT programs through a university are eligible for internships and co-ops with the MBTA. In compliance with federal law, all persons hired will be required to complete a Form I-9 to verify their identity and eligibility to work in the U.S.
• Interviews: Candidates should ensure they arrive on time, are prepared, can remain for the duration, and if remote, are in a quiet place without distraction, for the interview. Candidates who do not attend their interview without advance authorization, including an email confirmation of a rescheduled time/date from Human Resources, will be considered a no-show and disqualified from consideration for the position. Related to rescheduling, on a one-time basis, and due to something emergent, you may be allowed to reschedule the interview. In addition, Human Resources may require documentation supporting the request. However, should you need to reschedule, you will need to contact your Recruiter directly by email.
• Safety Sensitive Positions: Employees working in this classification will be subject to periodic physical examinations plus random drug and alcohol testing.
• On-call or 24/7 Positions: Employees working in this classification must be available to respond to page / text / call and report to work as determined by assigned department or the Authority.
• Essential / Emergency Staff: During declared "states of emergency," employees working in this classification are required to report to work for their assigned work hours or as directed by management.
• ADA Accommodations: The MBTA makes reasonable accommodations for applicants with disabilities. If you require an accommodation during this process, please contact the MBTA's ADA Unit at 617-222-5751 or [e-mail] .
• Diversity, Equity, and Inclusion: The MBTA is an Equal Employment Opportunity Employer . For terms, descriptions, and definitions related to diversity, equity, inclusion, veteran status, and immediate family members that you may find on the application form, please visit mbta.com/careers-app-definitions .