Senior Executive Secretary, Legal Operations

Metropolitan Transportation Authority; New York (NY); Hybrid; USD 68,000 - 85,000; Full time

Benefits offered by this job

Telework 1 day per week

Job summary

Metropolitan Transportation Authority in New York seeks a Principal Executive Secretary for the Legal Department to handle clerical, administrative, record-keeping and general office support.

The role supports the Chief of Legal Operations and may involve supervising senior secretaries, budget monitoring, and basic database work, with responsibilities spanning meetings, travel, and correspondence, ensuring efficient operations.

Qualifications

• Proficiency in Microsoft Office Suite or similar applications, including Outlook, Word, Excel, and PowerPoint, with the ability to maintain basic databases.
• Excellent organizational skills to manage tasks efficiently and maintain order in the workplace.
• Proficiency with basic office equipment.
• Knowledge of record management, including filing, logging, retrieving, and follow-up systems.
• Familiarity with technical terminology relevant to the assigned department.
• Ability to compose memos and correspondence effectively.
• Excellent telephone skills for professional communication.
• Strong interpersonal skills and a willingness to collaborate as a team player in all aspects of departmental operations.
• Ability to maintain a high degree of confidentiality and discretion in handling sensitive information.

Responsibilities

• Documentation Management: Take, transcribe, and summarize meeting and discussion notes, type departmental correspondence, and maintain basic financial and other reports and spreadsheets to ensure accurate records and efficient communication within the department. Performs administrative review and triage of subpoenas.
• Communication Hub: Answer phones, address external inquiries, and screen calls, providing general information or directing inquiries to the appropriate party, ensuring effective departmental communication.
• Office Organization: Maintain a clean office area, establish and manage the department’s filing system, log correspondence, and perform general clerical duties to facilitate an organized and efficient workspace.
• Support Coordination: Provide clear written and oral instructions to other clerical–administrative support staff, prepare materials for departmental meetings, discussions and presentations, ensuring seamless support for department members.
• Administrative Assistance: Schedule meetings, collect data for reports, manage calendars, prepare vouchers, purchase requisitions, and related documents, contributing to the smooth functioning of department activities.
• Travel Arrangements: Arrange travel plans for department personnel, ensuring travel logistics are well-coordinated and efficient.
• Budget Oversight: May monitor the department budget, contributing to financial accountability and ensuring resources are allocated effectively.
• Supervision: May supervise clerical staff, including temporary personnel, to ensure efficient workflow within the department.
• Technology Proficiency: Perform basic PC tasks and develop/maintain basic databases, both digital and manual, to support departmental data management needs.
• Support Organizational Charts: Maintain organizational charts for the department and assist with general paperwork, contributing to the department’s organizational clarity.
• Supply Management: Order necessary supplies for the department, track and process invoices, and related items, ensuring a well-equipped and organized work environment.
• Professional Representation: Maintain frequent contact with external organizations, elected officials, MTA senior management, and individuals of similar professional stature. Present a consistently professional and business-like image on behalf of the MTA in all interactions.
• Adaptability: Be prepared to undertake any necessary business duties essential for the seamless and professional operation of the department, demonstrating flexibility and commitment to departmental goals.
• Project Flexibility: Be open to taking on and successfully completing other projects as assigned, contributing to the department’s adaptability and ability to address evolving needs.
• Process departmental mail, including intake, archiving, and distribution

Skills

MS Office

Organizational skills

Office equipment

Record management

Technical terminology

Memo writing

Telephone skills

Interpersonal skills

Confidentiality

Education

HS Diploma or GED

AA/AAS degree

BA/BS degree

Job description

Metropolitan Transportation Authority in New York seeks a Principal Executive Secretary for the Legal Department to handle clerical, administrative, record-keeping and general office support.

The role supports the Chief of Legal Operations and may involve supervising senior secretaries, budget monitoring, and basic database work, with responsibilities spanning meetings, travel, and correspondence, ensuring efficient operations.