Executive Assistant, Chief Administrative Officer

Posting number: 26-20283

Department: MBTA - Chief Administration Officer

Division: 083-Chief Administrative Officer

Job classification: Executive Assistant, Chief Administration Officer

Posting type: Open/External and Promotional/Internal

Categories: Clerical & Data Entry, Customer Service, Office and Administrative Support

Summary

The Executive Assistant provides administrative and leadership support to the Chief Administrative Officer (CAO) and Chief Enterprise Development Officer (CEDO). The Executive Assistant manages schedules, coordinates meetings, and drafts correspondence and reports on behalf of the CAO and CEDO, and acts as a liaison for the CAO and the CEDO and carries out other work including but not limited to the principal duties and responsibilities listed below. This position has a dotted line reporting relationship to the CEDO.

The CAO reports directly to the General Manager and manages a diverse group of departments: Workforce Management (Human Resources/Labor Relations), Commercial Strategies, Finance, Fare Transformation, Procurement, Information Technology, Occupational Health. The CEDO reports directly to the General Manager and manages special projects and key strategic initiatives, including overseeing the Real Estate and Transit Oriented Development Department.

Examples of duties

• Provide administrative support to the Chief Administrative Officer (CAO) and Chief Enterprise Development Officer (CEDO), including coordinating and preparing the CAO and CEDO for meetings and presentations, and managing calendars/schedules and emails.
• Perform administrative and office support activities, including but not limited to drafting presentations, reports, and correspondence.
• Provide administrative support in updates of spreadsheets, charts, and PowerPoint presentations.
• Provide work tasks around purchase orders, contract payments, and travel administration.
• Process travel expense reimbursement reports.
• Process procurement requisitions, approve invoices, and other financial responsibilities relating to budget management.
• Establish and sustain relationships with CAO and CEDO direct reports, Executive Staff, and other key stakeholders.
• Maintain familiarity with all CAO and CEDO divisions and issues coming in front of them.
• Field and manage correspondence/requests in a courteous and professional manner on behalf of both leaders, and as necessary, follow up with stakeholders.
• Proofread and edit documents to ensure accurate/consistent data and story flow aligning with CAO and CEDO goals and strategy, including reviewing all Board material prior to CAO/CEDO review and approval.
• 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 various stakeholders and summarize for the CAO and CEDO.
• Ensure security, integrity and confidentiality of data and information.
• Manage CAO and CEDO team meetings, including agendas 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.
• Perform all other duties and projects that may be assigned.

Additional responsibilities may include focus on one or more departments or locations. See applicable addendum for department or location specific functions.

Supervision

• No direct reports.

Qualifications

• A high school diploma or equivalent (G.E.D.)
• Three (3) years of experience in office management or as an executive assistant.
• Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision.
• Proficiency in Microsoft Office applications, specifically with Outlook, Teams, Word, Excel, and PowerPoint.
• Strong communication skills, excellent customer service, conflict resolution, and writing skills.
• Strong organizational skills.
• 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 ensure secure management of 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.

Substitutions

• A master’s degree in a related subject substitutes 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.

Supplemental information

• A degree from an accredited institution in Business Administration or a related field
• Administrative experience within a transit or public sector setting.
• Five (5) years of experience in office management and/or coordination at the C-Suite or Executive level.