What are the responsibilities and job description for the Executive Assistant position at Mbta?
The Executive Assistant will provide support to Chief of Paratransit Services and the Office for Transportation Access staff with administrative support and act as a liaison for the Chief, responding to incoming calls, emails, and correspondence, seeking direction when necessary.
The information below covers the role requirements, expected candidate experience, and accompanying qualifications.
Responsibilities
Track, route, coordinate, and respond to internal inquiries and complaints in a courteous and professional manner.
Manage the preparation for board meetings, presentations, department events, and trainings.
Travel to visit work sites that may be inaccessible to public transit, transport materials, and assist at emergencies and / or events as needed.
Coordinate and oversee department needs including onboarding new hires, purchases, invoices, and payments.
Maintain department calendars, attendance, and PTO requests.
Monitor and update department files, policies, and procedures.
Coordinate special projects and prepare department reports.
Lead or participate in special projects as needed.
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.
Minimum Requirements
High school diploma or equivalent (G.E.D.) from an accredited institution.
Three (3) years of experience in office management or coordination; effective analytical, organizational, multi-tasking, and confidentiality skills.
The ability to use Word, Excel, Database and PowerPoint applications.
Effectively communicate with customers, employees, vendors, contractors, and state and federal agencies; have excellent customer service, conflict resolution, negotiation, communication, speaking and writing skills.
Ability to provide internal and external customers with a courteous and professional experience.
Have the ability to maintain and protect personal and confidential information; have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting, 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).
Applicants must have the ability to travel to locations throughout the MBTA’s service area at any time of day. Modes of transportation are discretionary and the responsibility of the applicant i.e. Ride Share, Public Transportation, Arranged Drop-off Services etc.
Ability to work a hybrid schedule that currently requires an in-office presence of 3-days a week.
Preferred Experience and Skills
A Bachelor’s degree in business administration from an accredited institution.
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 year of experience.
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