MBTA
Executive Assistant to the General Counsel
MBTA, Boston, Massachusetts, us, 02298
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, and sustainability 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 will provide confidential executive administrative support on-site to the General Counsel and Deputy General Counsel. This role will act as a liaison between the GC and external parties both within and outside of the MassDOT and the MBTA. The position is full-time on-site and responsible for handling a wide range of administrative and executive support related tasks.
Duties & Responsibilities
Handle general administrative tasks, including filing, copying, distributing mail, booking conference rooms, etc.Ensure the confidentiality of sensitive legal information.Answer telephone calls in a courteous and professional manner, transferring calls and recording messages accurately.Provide dedicated front desk coverage to greet appointments and visitors to the office.Schedule and coordinate meetings and special projects.Accompany the GC to meetings as needed.Maintain the daily and weekly calendar.Assist with processing purchase orders for supplies.Maintain the correspondence log and tickler system and follow up with various other departments to get information and/or written responses for the supervisor’s signature, as necessary.Organize and maintain departmental files and logs relating to projects and personal matters of a confidential nature.Maintain confidential departmental databases.Prepare correspondence, respond to e-mails, and assist in the coordination and preparation of meetings and presentations.Establish and follow departmental administrative procedures.Assist in the coordination and preparation of meetings and presentations.Prepare, revise, and format excel spreadsheets, PowerPoint presentations, and other written documents. Proofread documents and ensure accurate / consistent data prior to distribution.Attend meetings upon request to record, transcribe and summarize discussion topics for reports and memos.Establish and sustain relationships with department Senior Staff and other executive offices.Plan and assist the coordination of events.Maintains office supplies inventory, order supplies and ensure operation of office equipment.Handle complex and confidential situations and requests and serve in a highly visible capacity resource for department with candidates, staff, management, and other departments.Provide support and ad hoc reports from various systems.Perform all other duties and projects that may be assigned.
Minimum Requirements & Qualifications
Bachelor’s degree from an accredited institution in Business Administration or related field.Three (3) years of experience in administration, office management, and/or coordination at multiple levels.Proficiency in Word, Excel, Database, and PowerPoint applications.Ability to pass the MBTA’s Microsoft Office Professional test for Word and PowerPoint.Effective communication with customers, employees, internal leaders, vendors, contractors, state, and federal agencies.Excellent customer service, conflict resolution, negotiation, communication, speaking, writing, proofreading, and time management skills.Ability to thrive in a fast-paced environment and manage multiple tasks with on-time delivery.Strong verbal and written communication skills.Attention to detail and excellent multitasking abilities.Positive attitude and a willingness to continue learning and growing in the role.Demonstrated ability to work in an evolving, dynamic, and fast-paced environment.Effective collaboration skills with a diverse workforce.
Substitutions Include
A High School Diploma or GED with an additional seven (7) years of directly related experience substitutes for the bachelor’s degree requirement.An associate degree from an accredited institution an additional three (3) years of directly related experience substitutes for the bachelor’s degree requirement.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 year of experience.
Preferred Experience and Skills
Administrative experience within a legal, transit or senior executive setting.
Job Conditions:
Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English.Ability to provide internal and external customers with courteous and professional experiences.Ability to work effectively independently and as part of a 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 recent graduate), including overall employment, job performance, discipline, and safety records.Ability to pass a Criminal Offender Record Information (CORI) check, comprehensive background screening, and medical Clinic screening, potentially including a physical examination and drug and alcohol screenings.Ability to work all shifts and / or locations assigned, directed, or necessary for this position.
Disclaimers and Definitions:
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.Application Deadlines: Applicants should apply as soon as possible, as the MBTA may stop considering applicants after a sufficiently large applicant pool is established.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.Work Eligibility: Although the MBTA is an Equal Opportunity Employer, all employees must be legally authorized to work in the United States for any employer and on an unrestricted basis.Interviews: Candidates should ensure they arrive on time, are prepared, can remain for the duration, and if remote, are in a quiet place without distraction, for the interview.Safety Sensitive Positions: Employees working in this classification will be subject to periodic physical examinations plus random drug and alcohol testing.On-call or 24/7 Positions: Employees working in this classification must be available to respond to page / text / call and report to work as determined by assigned department or the Authority.Essential / Emergency Staff: During declared "states of emergency," employees working in this classification are required to report to work for their assigned work hours or as directed by management.ADA Accommodations: The MBTA makes reasonable accommodations for applicants with disabilities.Diversity, Equity, and Inclusion: The MBTA is an Equal Employment Opportunity Employer.
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Job Summary
The Executive Assistant will provide confidential executive administrative support on-site to the General Counsel and Deputy General Counsel. This role will act as a liaison between the GC and external parties both within and outside of the MassDOT and the MBTA. The position is full-time on-site and responsible for handling a wide range of administrative and executive support related tasks.
Duties & Responsibilities
Handle general administrative tasks, including filing, copying, distributing mail, booking conference rooms, etc.Ensure the confidentiality of sensitive legal information.Answer telephone calls in a courteous and professional manner, transferring calls and recording messages accurately.Provide dedicated front desk coverage to greet appointments and visitors to the office.Schedule and coordinate meetings and special projects.Accompany the GC to meetings as needed.Maintain the daily and weekly calendar.Assist with processing purchase orders for supplies.Maintain the correspondence log and tickler system and follow up with various other departments to get information and/or written responses for the supervisor’s signature, as necessary.Organize and maintain departmental files and logs relating to projects and personal matters of a confidential nature.Maintain confidential departmental databases.Prepare correspondence, respond to e-mails, and assist in the coordination and preparation of meetings and presentations.Establish and follow departmental administrative procedures.Assist in the coordination and preparation of meetings and presentations.Prepare, revise, and format excel spreadsheets, PowerPoint presentations, and other written documents. Proofread documents and ensure accurate / consistent data prior to distribution.Attend meetings upon request to record, transcribe and summarize discussion topics for reports and memos.Establish and sustain relationships with department Senior Staff and other executive offices.Plan and assist the coordination of events.Maintains office supplies inventory, order supplies and ensure operation of office equipment.Handle complex and confidential situations and requests and serve in a highly visible capacity resource for department with candidates, staff, management, and other departments.Provide support and ad hoc reports from various systems.Perform all other duties and projects that may be assigned.
Minimum Requirements & Qualifications
Bachelor’s degree from an accredited institution in Business Administration or related field.Three (3) years of experience in administration, office management, and/or coordination at multiple levels.Proficiency in Word, Excel, Database, and PowerPoint applications.Ability to pass the MBTA’s Microsoft Office Professional test for Word and PowerPoint.Effective communication with customers, employees, internal leaders, vendors, contractors, state, and federal agencies.Excellent customer service, conflict resolution, negotiation, communication, speaking, writing, proofreading, and time management skills.Ability to thrive in a fast-paced environment and manage multiple tasks with on-time delivery.Strong verbal and written communication skills.Attention to detail and excellent multitasking abilities.Positive attitude and a willingness to continue learning and growing in the role.Demonstrated ability to work in an evolving, dynamic, and fast-paced environment.Effective collaboration skills with a diverse workforce.
Substitutions Include
A High School Diploma or GED with an additional seven (7) years of directly related experience substitutes for the bachelor’s degree requirement.An associate degree from an accredited institution an additional three (3) years of directly related experience substitutes for the bachelor’s degree requirement.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 year of experience.
Preferred Experience and Skills
Administrative experience within a legal, transit or senior executive setting.
Job Conditions:
Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English.Ability to provide internal and external customers with courteous and professional experiences.Ability to work effectively independently and as part of a 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 recent graduate), including overall employment, job performance, discipline, and safety records.Ability to pass a Criminal Offender Record Information (CORI) check, comprehensive background screening, and medical Clinic screening, potentially including a physical examination and drug and alcohol screenings.Ability to work all shifts and / or locations assigned, directed, or necessary for this position.
Disclaimers and Definitions:
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.Application Deadlines: Applicants should apply as soon as possible, as the MBTA may stop considering applicants after a sufficiently large applicant pool is established.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.Work Eligibility: Although the MBTA is an Equal Opportunity Employer, all employees must be legally authorized to work in the United States for any employer and on an unrestricted basis.Interviews: Candidates should ensure they arrive on time, are prepared, can remain for the duration, and if remote, are in a quiet place without distraction, for the interview.Safety Sensitive Positions: Employees working in this classification will be subject to periodic physical examinations plus random drug and alcohol testing.On-call or 24/7 Positions: Employees working in this classification must be available to respond to page / text / call and report to work as determined by assigned department or the Authority.Essential / Emergency Staff: During declared "states of emergency," employees working in this classification are required to report to work for their assigned work hours or as directed by management.ADA Accommodations: The MBTA makes reasonable accommodations for applicants with disabilities.Diversity, Equity, and Inclusion: The MBTA is an Equal Employment Opportunity Employer.
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