MBTA
Senior Executive Assistant to the Chief Administrative Officer and Chief Enterprise Development Officer at MBTA.
Provide executive and administrative support, manage schedules, coordinate meetings, handle correspondence, prepare reports, and participate in special projects on behalf of the executive leadership.
Responsibilities
Perform administrative and office support activities including creation and revision of presentations, reports, correspondence, and Excel worksheets.
Manage calendars and email communications for the executives.
Provide administrative leadership and governance support to the Chief Administrative Officer and Chief Enterprise Development Officer.
Assist with special projects such as FIFA and Transit-Oriented Development initiatives, conducting research and preparing reports.
Handle complex and confidential situations and requests with discretion and timeliness.
Establish and sustain relationships with direct reports, executive staff, and key stakeholders.
Field and manage correspondence and requests with courtesy and professionalism.
Proofread and edit documents to ensure accurate data and consistent storytelling that aligns with executive goals and strategy.
Update online records and folder systems to keep information easily retrievable.
Support printing, copying, and other clerical functions as needed.
Collect weekly updates from senior leadership and summarize them.
Ensure security, integrity, and confidentiality of data and information.
Coordinate meetings and presentations, including agenda preparation and venue booking.
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.
Process travel expense reimbursement reports.
Maintain and coordinate the department budget, including monitoring expenditures, invoices, procurement requisitions, and invoice approvals.
Participate in committees as assigned.
Perform related duties and projects as assigned.
Qualifications
High school diploma or equivalent (G.E.D.).
Five (5) years of experience in office management and/or coordination at the C‑Suite or executive level.
Proficiency in Microsoft Office applications: Outlook, Teams, Word, Excel, PowerPoint.
Strong communication, customer service, conflict resolution, and writing skills.
Excellent organizational skills.
Experience compiling information and data into written and graphic presentations.
Experience proofreading memos and reports.
Ability to work effectively in a fast‑paced office environment and prioritize work appropriately.
Ability to communicate with customers, employees, vendors, contractors, and government officials.
Ability to maintain and protect personal and confidential information.
Ability to decipher urgent issues and inquiries.
Knowledge of business and management principles.
Ability to work effectively with a diverse workforce.
Experience handling a wide range of administrative and executive support tasks independently with little or no supervision.
Alternate Qualifications
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 (1) year of experience.
Preferred Experience and Skills
Degree from an accredited institution in Business Administration or a related field.
Administrative experience within a transit or public sector setting.
Seven (7) 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.
Physical Demands and Working Conditions
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Available to work all shifts and locations as assigned or directed.
Available to work as per assignment by MBTA 24 hours per day, 7 days per week for severe weather conditions, emergencies, or any other circumstances that may impact service or safety.
Ability to work any and all shifts and/or locations assigned or directed.
Supervision
None
Seniority Level
Mid‑Senior level
Employment Type
Full‑time
Job Function
Other
Industries
Government Administration
Location: Boston, MA. Salary range: $50,000 – $60,000.
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Provide executive and administrative support, manage schedules, coordinate meetings, handle correspondence, prepare reports, and participate in special projects on behalf of the executive leadership.
Responsibilities
Perform administrative and office support activities including creation and revision of presentations, reports, correspondence, and Excel worksheets.
Manage calendars and email communications for the executives.
Provide administrative leadership and governance support to the Chief Administrative Officer and Chief Enterprise Development Officer.
Assist with special projects such as FIFA and Transit-Oriented Development initiatives, conducting research and preparing reports.
Handle complex and confidential situations and requests with discretion and timeliness.
Establish and sustain relationships with direct reports, executive staff, and key stakeholders.
Field and manage correspondence and requests with courtesy and professionalism.
Proofread and edit documents to ensure accurate data and consistent storytelling that aligns with executive goals and strategy.
Update online records and folder systems to keep information easily retrievable.
Support printing, copying, and other clerical functions as needed.
Collect weekly updates from senior leadership and summarize them.
Ensure security, integrity, and confidentiality of data and information.
Coordinate meetings and presentations, including agenda preparation and venue booking.
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.
Process travel expense reimbursement reports.
Maintain and coordinate the department budget, including monitoring expenditures, invoices, procurement requisitions, and invoice approvals.
Participate in committees as assigned.
Perform related duties and projects as assigned.
Qualifications
High school diploma or equivalent (G.E.D.).
Five (5) years of experience in office management and/or coordination at the C‑Suite or executive level.
Proficiency in Microsoft Office applications: Outlook, Teams, Word, Excel, PowerPoint.
Strong communication, customer service, conflict resolution, and writing skills.
Excellent organizational skills.
Experience compiling information and data into written and graphic presentations.
Experience proofreading memos and reports.
Ability to work effectively in a fast‑paced office environment and prioritize work appropriately.
Ability to communicate with customers, employees, vendors, contractors, and government officials.
Ability to maintain and protect personal and confidential information.
Ability to decipher urgent issues and inquiries.
Knowledge of business and management principles.
Ability to work effectively with a diverse workforce.
Experience handling a wide range of administrative and executive support tasks independently with little or no supervision.
Alternate Qualifications
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 (1) year of experience.
Preferred Experience and Skills
Degree from an accredited institution in Business Administration or a related field.
Administrative experience within a transit or public sector setting.
Seven (7) 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.
Physical Demands and Working Conditions
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Available to work all shifts and locations as assigned or directed.
Available to work as per assignment by MBTA 24 hours per day, 7 days per week for severe weather conditions, emergencies, or any other circumstances that may impact service or safety.
Ability to work any and all shifts and/or locations assigned or directed.
Supervision
None
Seniority Level
Mid‑Senior level
Employment Type
Full‑time
Job Function
Other
Industries
Government Administration
Location: Boston, MA. Salary range: $50,000 – $60,000.
#J-18808-Ljbffr