Administrative Assistant

JOB TITLE: Admin Assistant JOB LOCATION: Boston MA WAGE RANGE*: $28-$30 JOB NUMBER: MBTAN SA 001903 REQUIRED EXPERIENCE:Experience coordinating calendars using Outlook/Teams and scheduling meetings. Excellent written and oral communication skills, strong attention to detail, high level of organization, problem solving and planning skills. Outlook as well as experience with a variety of software-based systems. Advanced level skills in Excel to perform data collection, analysis, trending, and reporting functions. Proficiency using Microsoft Word, PowerPoint, Access, and Project Manager JOB DESCRIPTION:Serve as an administrative assistant and provide direct support to the Deputy Chief Safety Officer, Chief of Safety Management Systems, and other designated Safety Division staff as needed at South Station and 185 Kneeland Street offices. Assist with finalizing PowerPoint presentations, reports and other materials, making copies/coordinating with printing services, and entering/sending documents for signature via DocuSign. Draft agendas, itineraries, and other Safety correspondence and documentation. Assist with scheduling internal and external meetings and maintaining the Safety Management departmental calendars for South Station managers. Help facilitate the ordering, inventorying, and delivery of supplies, promotional safety materials and equipment. Assist with entering requisitions, receiving, and invoices, as needed. Produce and distribute correspondence, meeting minutes, memos, and other communications. Support safety training and safety events, including:Sending invitations, notifications Responding to questions and following up on comments Scheduling rooms/space Ordering food and supplies Making copies of training/event materials Staffing events and taking meeting notes Assist with Document Management upgrade/transition/requisitions, including migration to approved report/document templates, file and folder naming conventions, and archiving. Serve as the main point of contact for greeting visitors. Complete projects and special assignments as requested by directors and senior level staff. Support and enhance the administrative needs of senior leadership by helping to carry out the organization's mission, goals, and objectives. Equal opportunity employer as to all protected groups, including protected veterans and individuals with disabilities * While an hourly range is posted for this position, an eventual hourly rate is determined by a comprehensive salary analysis which considers multiple factors including but not limited to: job-related knowledge, skills and qualifications, education and experience as compared to others in the organization doing substantially similar work, if applicable, and market and business considerations. Benefits offered include medical, dental and vision benefits; dependent care flexible spending account; 401(k) plan; voluntary life/short term disability/whole life/term life/accident and critical illness coverage; employee assistance program; sick leave in accordance with regulation. Benefits may be subject to generally applicable eligibility, waiting period, contribution, and other requirements and conditions. Benefits offered are in accordance with applicable federal, state, and local laws and subject to change at TCM's discretion.