Executive Assistant to CAO at Massachusetts Bay Transportation Authority – Boston, Massachusetts

Provide administrative and leadership support to Chief Administrative Officer and Chief Enterprise Development Officer. The Executive Assistant will manage schedules, coordinate meetings, handle and write correspondence, prepare reports, participate in special projects on the behalf of the Chief Administrative Officer and Chief Enterprise Development Officer with at times carrying the voice and direction of executive leadership. The Executive Assistant will act as liaison for the Chief Administrative Officer and Chief Enterprise Development Officer including but not limited to the principal duties and responsibilities listed below. This position has a dotted line reporting relationship to the Chief Enterprise Development Officer.

The Chief Administrative Officer reports directly to the General Manager and manages a diverse and varied group of departments: Workforce Management (Human Resources; Labor Relations), Commercial Strategies, Finance, Fare Transformation, Procurement, Information Technology, Occupational Health.

The Chief Enterprise Development Officer reports directly to the General Manager and manages special projects and key strategic initiatives along with the Real Estate and Transit Oriented Development groups.

This Executive Assistant will encounter sensitive and confidential information, and the role requires an individual who is experienced in responding to complex situations and handling sensitive materials in a discreet, timely manner. The ideal candidate will require little to no supervision, takes initiative, is well organized, is flexible, and can manage multiple priorities simultaneously.

• Perform Administrative and Office Support Activities including but not limited to creation/revision of presentations/reports, correspondence, and excel worksheets as well as management of calendars and emails.
• Updates Excel spreadsheets, charts, and graphs and provides administrative support in the creation and design of PowerPoint presentations.
• Providing administrative leadership and governance support to the Chief Administrative Officer and Chief Enterprise Development Officer.
• Assisting with special projects (such as FIFA and Transit Orientated Development projects), conducting research, preparing reports, etc.
• Handle complex and confidential situations and requests.
• Establish & sustain relationships with Chief Administrative Officer and Chief Enterprise Development Officer direct reports, Executive Staff, and other key stakeholders. Become familiar with all Chief Administrative Office and Chief Enterprise Development Officer divisions and issues coming in front of them.
• Field and manage correspondences/requests in a courteous & professional manner on behalf of both leaders as necessary and Follow up with stakeholders as required.
• Proofread and edit documents to ensure accurate / consistent data and story flow aligning with Chief Administrative Officer and Chief Enterprise Development Officer goals and strategy. Includes reviewing all Board material prior to Chief Administrative Officer and Chief enterprise Development Officer review and approval. Will work directly with CEX in coordinating board time and presentations made by the Chief Administrative Officer and Chief Enterprise Development Officer organization.
• 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 Administration senior leadership and summarize for.
• Ensure security, integrity and confidentiality of data and information.
• Coordinate and prepare the Chief Administrative Officer and Chief Enterprise Development Officer for meetings and presentations and assist in maintaining the calendars/schedules.
• Manage Chief Administrative Officer and Chief Enterprise Development Officer team meetings including Agenda 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.
• Plan and assist the coordination of All Hands Meetings, TOD Events, and other meetings and events as needed.
• Process travel expense reimbursement reports.
• Manage, coordinate and maintain department budget including monitoring, tracking, expenditures, invoices. Includes managing the associated resources as assigned. Process procurement requisitions, approve invoices, and other financial responsibilities relating to budget management.
• Take part in committees as assigned.
• Perform related duties and projects as assigned.

Physical Demands and Working Conditions

• The physical demands and work environment characteristics described here are representative of those an employee encounter while performing the essential functions of this job. 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 the MBTA twenty-four (24) hours per day, seven (7) days per week as directed by supervisory staff for severe weather conditions, emergencies, or any other circumstances that may potentially impact service or the safety of service.
• Have the ability to work any and all shifts and/or locations assigned or directed.

• A Master’s degree in a related subject substitute 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

• A 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