Senior Executive Assistant to CAO

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. MBTAs Core Values are built around safety service equity sustainability and culture. 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

Provide administrative and leadership support to Chief Administrative Officer and Chief Enterprise Development Officer. The Senior Executive Assistant will manage schedules coordinate meetings handle and write correspondence prepare reports participate in special projects on the behalf of the Chief Administrative Officer and Chief Enterprise Development Officer with at times carrying the voice and direction of executive leadership. The Senior Executive Assistant will act as liaison for the Chief Administrative Officer and Chief Enterprise Development Officer including but not limited to the principal duties and responsibilities listed below. This position has a dotted line reporting relationship to the Chief Enterprise Development Officer.

The Chief Administrative Officer 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.

The Chief Enterprise Development Officer reports directly to the General Manager and manages special projects and key strategic initiatives along with the Real Estate and Transit Oriented Development groups.

This Senior 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

• 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.
• Updates Excel spreadsheets charts and graphs and provides administrative support in the creation and design of PowerPoint presentations.
• Providing administrative leadership and governance support to the Chief Administrative Officer and Chief Enterprise Development Officer.
• Assisting with special projects (such as FIFA and Transit Orientated Development projects) conducting research preparing reports etc.
• Handle complex and confidential situations and requests.
• Establish & sustain relationships with Chief Administrative Officer and Chief Enterprise Development Officer direct reports Executive Staff and other key stakeholders. Become familiar with all Chief Administrative Office and Chief Enterprise Development Officer divisions and issues coming in front of them.
• Field and manage correspondences / requests in a courteous & professional manner on behalf of both leaders as necessary and Follow up with stakeholders as required.
• Proofread and edit documents to ensure accurate / consistent data and story flow aligning with Chief Administrative Officer and Chief Enterprise Development Officer goals and strategy. Includes reviewing all Board material prior to Chief Administrative Officer and Chief enterprise Development Officer review and approval. Will work directly with CEX in coordinating board time and presentations made by the Chief Administrative Officer and Chief Enterprise Development Officer organization.
• 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.
• Ensure security integrity and confidentiality of data and information.
• Coordinate and prepare the Chief Administrative Officer and Chief Enterprise Development Officer for meetings and presentations and assist in maintaining the calendars / schedules.
• Manage Chief Administrative Officer and Chief Enterprise Development Officer team meetings including Agenda 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.
• Plan and assist the coordination of All Hands Meetings TOD Events and other meetings and events as needed.
• Process travel expense reimbursement reports.
• Manage coordinate and maintain department budget including monitoring tracking expenditures invoices. Includes managing the associated resources as assigned. Process procurement requisitions approve invoices and other financial responsibilities relating to budget management.
• Take part in committees as assigned.
• Perform related duties and projects as assigned.

Supervision

Physical Demands and Working Conditions

Minimum Requirements & Qualifications

Substitutions Include

Preferred Experience and Skills

Job Conditions :

Disclaimers and Definitions :

Required Experience :

IC

Key Skills

Anti Money Laundering,Design Engineering,Lounge,Information Management,Deputy

Employment Type : Full-Time

Experience : years

Vacancy : 1

Yearly Salary Salary : 74300 - 105000