The Executive Assistant will provide confidential executive administrative support on-site to the General Counsel and Deputy General Counsel. This role will act as a liaison between the GC and external parties both within and outside of the MassDOT and the MBTA. The position is full-time on-site and responsible for handling a wide range of administrative and executive support related tasks.
Responsibilities:
- Handle general administrative tasks, including filing, copying, distributing mail, booking conference rooms, etc.
- Ensure the confidentiality of sensitive legal information.
- Answer telephone calls in a courteous and professional manner, transferring calls and recording messages accurately.
- Provide dedicated front desk coverage to greet appointments and visitors to the office.
- Schedule and coordinate meetings and special projects.
- Accompany the GC to meetings as needed.
- Maintain the daily and weekly calendar.
- Assist with processing purchase orders for supplies.
- Maintain the correspondence log and tickler system and follow up with various other departments to get information and/or written responses for the supervisor’s signature, as necessary.
- Organize and maintain departmental files and logs relating to projects and personal matters of a confidential nature.
- Maintain confidential departmental databases.
- Prepare correspondence, respond to e-mails, and assist in the coordination and preparation of meetings and presentations.
- Establish and follow departmental administrative procedures.
- Assist in the coordination and preparation of meetings and presentations.
- 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.
- Maintain office supplies inventory, order supplies and ensure operation of office equipment.
- Handle complex and confidential situations and requests and serve in a highly visible capacity resource for department with candidates, staff, management, and other departments.
- Provide support and ad hoc reports from various systems.
- 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.Minimum Qualifications:
- Bachelor’s degree from an accredited institution in Business Administration or related field.
- Three (3) years of experience in administration, office management, and/or coordination at multiple levels.
- Proficiency in Word, Excel, Database, and PowerPoint applications.
- Ability to pass the MBTA’s Microsoft Office Professional test for Word and PowerPoint.
- Effective communication with customers, employees, internal leaders, vendors, contractors, state, and federal agencies.
- Excellent customer service, conflict resolution, negotiation, communication, speaking, writing, proofreading, and time management skills.
- Ability to thrive in a fast-paced environment and manage multiple tasks with on-time delivery.
- Strong verbal and written communication skills.
- Attention to detail and excellent multitasking abilities.
- Positive attitude and a willingness to continue learning and growing in the role.
- Demonstrated ability to work in an evolving, dynamic, and fast-paced environment.
- Effective collaboration skills with a diverse workforce.
Substitutions:
- 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 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.
Preferred Experience and Skills:
- Administrative experience within a legal, transit or senior executive setting.
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