Executive Assistant, Chief Administrative Officer

Executive Assistant

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. MBTA's core values are built around safety, service, equity, sustainability, culture, and accessibility, and 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

The Executive Assistant provides administrative and leadership support to the Chief Administrative Officer (CAO) and Chief Enterprise Development Officer (CEDO). The Executive Assistant manages schedules, coordinates meetings, and drafts correspondence and reports on behalf of the CAO and CEDO, and acts as a liaison for the CAO and the CEDO and carries out other work including but not limited to the principal duties and responsibilities listed below. This position has a dotted line reporting relationship to the CEDO.

The CAO reports directly to the General Manager and manages a diverse group of departments: Workforce Management (Human Resources/Labor Relations), Commercial Strategies, Finance, Fare Transformation, Procurement, Information Technology, Occupational Health. The CEDO reports directly to the General Manager and manages special projects and key strategic initiatives, including overseeing the Real Estate and Transit Oriented Development Department.

Duties & Responsibilities

• Provide administrative support to the Chief Administrative Officer (CAO) and Chief Enterprise Development Officer (CEDO), including coordinating and preparing the CAO and CEDO for meetings and presentations, and managing calendars/schedules and emails.
• Perform administrative and office support activities, including but not limited to drafting presentations, reports, and correspondence.
• Provide administrative support in updates of spreadsheets, charts, and PowerPoint presentations.
• Provide work tasks around purchase orders, contract payments, and travel administration.
• Process travel expense reimbursement reports.
• Process procurement requisitions, approve invoices, and other financial responsibilities relating to budget management.
• Establish and sustain relationships with CAO and CEDO direct reports, Executive Staff, and other key stakeholders.
• Maintain familiarity with all CAO and CEDO divisions and issues coming in front of them.
• Field and manage correspondence/requests in a courteous and professional manner on behalf of both leaders, and as necessary, follow up with stakeholders.
• Proofread and edit documents to ensure accurate/consistent data and story flow aligning with CAO and CEDO goals and strategy, including reviewing all Board material prior to CAO/CEDO review and approval.
• 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 various stakeholders and summarize for the CAO and CEDO.
• Ensure security, integrity and confidentiality of data and information.
• Manage CAO and CEDO team meetings, including agendas 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.
• Perform all other duties and projects that may be assigned.

Additional responsibilities may include focus on one or more departments or locations. See applicable addendum for department or location specific functions.

Supervision: No direct reports.

Minimum Requirements & Qualifications

• A high school diploma or equivalent (G.E.D.)
• Three (3) years of experience in office management or as an executive assistant.
• Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision.
• Proficiency in Microsoft Office applications, specifically with Outlook, Teams, Word, Excel, and PowerPoint.
• Strong communication skills, excellent customer service, conflict resolution, and writing skills.
• Strong organizational skills.
• Experience proof reading memos and reports.
• Demonstrated ability to effectively work within a fast-paced office environment and prioritize work appropriately.
• Ability to effectively communicate with customers, employees, vendors, contractors, and state and federal officials.
• Ability to ensure secure management of personal and confidential information.
• Ability to decipher issues and inquiries that need immediate attention.
• Knowledge of business and management principles.
• Ability to work effectively with a diverse workforce.

Substitutions: 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 & Skills

• A degree from an accredited institution in Business Administration or a related field
• Administrative experience within a transit or public sector setting.
• Five (5) years of experience in office management and/or coordination at the C-Suite or Executive level.

Job Conditions

• Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English.
• Be at least eighteen (18) years of age, except if participating in an approved high school internship / co-op program.
• Ability to commute to assigned work locations in the Boston, MA metro area, as required by the role.
• Ability to provide internal and external customers with courteous and professional experiences.
• Ability to work effectively, independently, and as part of a diverse workforce team (or supervise, if required).
• Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co-workers.
• Ability to adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA, including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies.
• Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if current student or recent graduate), including overall employment, job performance, discipline, and safety records (infractions and/or offenses occurring after the closing of the posting and before the filling of a vacancy may preclude a candidate from consideration for selection).
• Ability to pass a Criminal Offender Record Information (CORI) check, comprehensive background screening, and / or medical Clinic screening, potentially including physical examination and drug and alcohol screenings.
• Ability to work all shifts and / or locations assigned, directed, or necessary for this position, including (for some transit / operations roles) up to twenty-four (24) hours per day, seven (7) days per week as necessary to accommodate severe weather conditions, emergencies, or any other circumstances that may potentially impact service or the safety of service.
• Intern / co-op staff must be enrolled full or part-time in an accredited educational program and maintain a cumulative GPA of at least 2.5 for the entire duration of the internship / co-op. Additionally, interns / co-ops must have valid work authorization and U.S. Social Security Number prior to starting pre-employment screenings / pre-boarding, working in their positions, and throughout the duration of their program.

Disclaimers and Definitions

1. General Disclaimer: The statements contained in this job description are intended to describe a summary, general nature, and complexity of typical job functions and do not represent an exhaustive list of all duties, tasks, and responsibilities required of staff assigned to this position.
2. Application Completion: It is each applicant's responsibility to ensure application details are entered completely and correctly, including updated work and education histories (past and current). Incomplete applications may not be considered. Attachments do not substitute for application fields. The recruitment team does not have access to existing employee data / history.
3. Application Deadlines: Applicants should apply as soon as possible, as the MBTA may stop considering applicants after a sufficiently large applicant pool is established.
4. Work Environment: The physical demands and work environment characteristics described here-in are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform essential functions. See job description for role-specific requirements.
5. Work Eligibility: All employees must be legally authorized to work in the United States and on an unrestricted basis. The MBTA does not have an employer work sponsorship program. However, if you have unrestricted work authorization, or are sponsored by a separate entity, you are welcome to apply. Further, all persons hired will require