Executive Assistant at Massachusetts Bay Transportation Authority (MBTA) in Boston, MA

: 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 Executive Assistant will provide confidential executive administrative support. The Executive Assistant will act as a liaison by responding to incoming calls and confidential correspondence, exercising independent judgment in determining the level of immediate response needed, and seeking direction when necessary. Makes contacts of a sensitive, complex, and confidential nature. This 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

Field and manage emails, calls, and all forms of correspondences in a courteous and professional manner, transferring calls and recording messages accurately.
Maintain, and/or assist in maintaining, the appointment schedule for assigned executive.
Respond to each inquiry, whether from a customer, vendor, or co-worker in a professional and courteous manner.
Interact and coordinate with communications staff, legislative and government affairs staff, as well as other Department staff.
May provide dedicated front desk coverage to greet appointments and visitors to the department.
Perform Administrative and Office Support Activities (filing, copying, distributing mail, order supplies, booking conference rooms).
Prepare, revise, and format excel spreadsheets, PowerPoint presentations, and other written documents. Proofread documents and ensure accurate / consistent data prior to distribution.
Attend meetings upon request to record, transcribe and summarize discussion topics for reports and memos.
Establish and sustain relationships with department senior staff and other executive offices.
Plan and assist the coordination of events.
Schedule and coordinate meetings and special projects.
Coordinate meetings for senior staff and gather data, conduct research, and draft reports, summaries, or materials for presentations.
Monitor and update manual and computerized records and filing systems to ensure that information is easily retrievable.
Establish, update, and maintain departmental administrative procedures and maintain confidential departmental information.
Evaluate workflow and reallocate resources and/or redesign processes to meet office needs and customer service.
Organize and maintain departmental files and logs, ensuring the smooth and timely flow of correspondence and reports.
Input Requisitions into FMIS and manage all POs.
Ensure security, integrity, and confidentiality of data.
Coordinates and maintains department budget to include monitoring, tracking, expenditures, troubleshooting problems and preparing reports and manage invoices.
Coordinate meetings, travel, conference calls, and complete expense reports.
Perform all other duties and projects that may be assigned.
Additional responsibilities may include a focus on one or more departments or locations. See applicable addendum for department or location-specific functions.

Physical Demands and Working Conditions
The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Available to work all shifts and locations as assigned or directed.
Available to work as per assignment by the MBTA twenty-four (24) hours per day, seven (7) days per week as directed by supervisory staff for severe weather conditions, emergencies or any other circumstances that may potentially impact service or the safety of service.
Have the ability to work any and all shifts and/or locations assigned or directed.

Supervision
None

Minimum Requirements & Qualifications

A bachelor's degree from an accredited institution.
Three (3) years of experience in administration, office management, and/or coordination at the executive level
Strong communications skills, excellent customer service, conflict resolution, and writing skills.
Strong organizational skills.
Experience establishing departmental administrative procedures.
Experience compiling information and data into written and graphic presentations.
Experience proofreading memos and reports.
Must be proficient in Microsoft Office applications, specifically with Word, Excel, PowerPoint and database applications.
Demonstrated ability to effectively work within a fast-paced office environment and prioritize work appropriately.
The ability to provide internal and external customers with a courteous and professional experience.
The ability to maintain and protect personal and confidential information.
The ability to effectively prioritize work.
Experience in a fast-paced environment with competing priorities.
Effective analytical, organizational, confidentiality, multi-tasking and interpersonal skills.
Knowledge of business and management principles.
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.

Preferred Experience and Required Skills
Experience creating purchase orders and/or working with financial systems.
Previous experience in the transit field
Transportation ROW trained.

Substitutions Include

A High School Diploma or GED with an additional seven (7) years of directly related experience substitutes for the bachelor's degree requirement.
An associate degree from an accredited institution an additional three (3) years of directly related experience substitutes for the bachelor's degree requirement.
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 year of experience.

Job Conditions:

Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English

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 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 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

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 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 hradaaa@mbta.com.

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.