Senior Executive Assistant to CAO at Massachusetts Bay Transportation Authority, MA

About the Department

The Senior Executive Assistant will provide the Chief Administration Officer, CAO staff, and department heads with executive administrative support, act as liaison for the CAO including, but not limited to the principal duties and responsibilities listed below.

The CAO reports directly to the General Manager and manages a diverse and varied group of departments: Workforce Management (Human Resources; Labor Relations), Commercial Strategies, Finance, Fare Transformation, Procurement, Information Technology, Occupational Health, Real Estate, and Transit Oriented Development. 

Position Duties

• Perform Administrative and Office Support Activities including but not limited to creation/revision of presentations/reports, correspondence, and excel worksheets as well as management of calendars and emails.
• Handle complex and confidential situations and requests.
• Establish & sustain relationships with CAO reports, Executive Staff, and other key stakeholders.
• Field and manage correspondences/requests in a courteous & professional manner on behalf of the CAO as necessary. Follow up with stakeholders on behalf of the CAO, as required.
• Proofread documents and ensure accurate / consistent data prior to distribution.
• 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 Administration senior leadership and summarize for CAO.
• Ensure security, integrity and confidentiality of data and information.
• Coordinate and prepare the CAO for meetings and presentations.
• Maintain and/or assist in maintaining the calendars/schedules for CAO and Administration senior leadership.
• Ensure recurring team meetings occur on a routine basis
• Secure conference rooms or other venues for applicable meetings.
• Attend meetings upon request to record, transcribe and summarize discussion topics for reports and memos.
• Plan and assist the coordination of events.
• Process travel expense reimbursement reports for CAO and CAO direct reports.
• Coordinate and maintain department budget including monitoring, tracking, expenditures, invoices.
• Provide coverage for the Senior Executive Assistant to the GM / Office Manager when absent.
• Maintain administrative procedures and identify opportunities for improvement.
• Perform related duties and projects as assigned.

Supervision

Minimum Qualifications

• A high school diploma or equivalent (G.E.D.)

• Three (3) years of experience in office management and/or coordination at the C-Suite or Executive level.
  

• Receptionist or similar position with a proven track record of customer service and high performance.
• Must be proficient in Microsoft Office applications, specifically with Outlook, Teams, Word, Excel, PowerPoint. 
• Strong communications skills, excellent customer service, conflict resolution, and writing skills.
• Strong organizational skills.
• Experience compiling information and data into written and graphic presentations.
• 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 maintain and protect 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. 
• 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.

Other Qualifications

• 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 (1) year of experience 

Preferred Experience and Skills 

• 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.
• Three (3) years in office management or coordination as an Administrative Assistant/Executive