Overview
Executive Assistant Jobs in Boston, MA at MBTA
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 to the Chief of Infrastructure and their department. 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. Responsible for handling a wide range of administrative and executive support related tasks. Works independently with little supervision. Prepare reports, meeting minutes and correspondence. Create and edit documents, spreadsheets, and presentations. Manage schedules, arrange appointments and itineraries. Manages department policies and be knowledgeable of MBTA policies. Principal Duties and Responsibilitie
Duties & Responsibilities
Field and manage emails, calls, and all forms of correspondences in a courteous & 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 & 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 PO’s.
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.
Per…
Title: Executive Assistant
Company: MBTA
Location: Boston, MA
Category:
