Administrative Assistant

Job Description

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.

Description of Services:
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 organizations mission, goals, and objectives.

Core skills include:
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