Senior Executive Secretary, Engineering

Senior Executive Secretary

Position at The Port Authority of NY & NJ

Senior Executive Secretary supports the Chief Engineer/Director Engineering within the Office of the Chief Engineer. Responsible for a wide variety of confidential administrative and secretarial duties. Located at 4 WTC, 150 Greenwich St., 19th Floor, New York, NY 10007.

Responsibilities including, but not limited to:

• Direct assistance on managing correspondence including preparing, distributing, reviewing, and editing all material for signature.
• Reviewing and prioritizing incoming correspondence for approval via SharePoint
• Overall coordination/management of meetings, conflicts and calendars using Outlook involving Port Authority executives and senior executives of various agencies and organizations.
• Placing, screening and referring telephone calls to appropriate executives and/or staff for expeditious handling.
• Prepare Building Access requests for visitors to department.
• Managing and maintaining an extensive electronic filing and follow-up system; answering general inquiries.
• Handle all aspects of Chief Engineer's travel plans to conferences, seminars, presentation and waiver approvals; maintain history of travel and costs including preparing expense documents such as Petty Cash, expense account and Voucher Checks using SAP and SAP Travel.
• Processing invoices and service requests for payment in SAP
• Assemble and distribution of department Weekly Highlights report to Executive Director
• Maintain and process requests related to membership, vehicle maintenance, mileage, EZ pass, PA Applause, Outside Employment, Scholarship Programs; prepare agenda for monthly Division Manager's meeting.
• Provide guidance to staff on various matters and procedures; travel arrangements (via ADTRAV), performing other related duties as assigned.
• Provide back-up to Assistant to Deputy Chief Engineer as needed, act as secondary back-up for all Travel requests, and provide coverage in absences, as well as special assignments as requested.

In accordance with Port Authority policy, this position permits employees to work remotely a maximum of one day per week, subject to operational and business needs. Working business hours, Monday - Friday.

Minimum Qualifications:

• Associate degree from an accredited college or university or equivalent credits from an accredited technical school;
• In lieu of education, 4 years of progressively responsible experience
• Minimum two years' experience as an Executive Secretary, Administrative Assistant, or equivalent

Desired Qualifications:

• Extensive Knowledge of or ability to learn Port Authority organizational structure, policies and procedures
• Excellent administrative skills including thorough follow-up procedures and resolution skills
• Experience using PeopleSoft, SAP and SAP Travel Management, Microsoft Word, Excel, Livelink, SharePoint and PowerPoint
• Proficiency with Microsoft applications: Outlook, Word, Excel, and Power Point
• Knowledge of or ability to learn PA administrative and timekeeping policies and procedures.
• Self-starter with demonstrated ability to initiate activities and projects with little or no supervision, demonstrated analytical and problem-solving skills
• Demonstrated ability to interact effectively with internal and external staff at all levels
• Demonstrated ability to prioritize assignments and handle multiple tasks simultaneously, organize a demanding workload and manage multiple tasks within tight timeframes and meeting deadlines
• Demonstrated ability to be flexible, use initiative and independent judgment
• Demonstrated interpersonal, analytical and problem-solving skills
• Demonstrate ability to write, proofread, and edit correspondence for executive management's signature and use electronic workflows
• Demonstrate excellent written and oral communication skills
• Demonstrate strong customer service skills.

Selection Process:

The application process varies by position but typically includes an initial phone interview for qualified candidates, followed by a more in-depth interview(s) and/or assessment(s). Selected candidates who are made a conditional job offer will be asked to undergo a background check.

Compensation & Benefits:

The Port Authority of New York and New Jersey offers a competitive benefits package, hybrid work options for many positions, and a professional environment that supports development and recognizes achievement. The expected compensation range for this role is: Minimum: $73,658 Midpoint: $95,742 Maximum: $117,832