Executive Assistant to CAO

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, and culture. 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 the Chief Administration Officer (CAO), CAO Staff, and the Senior Advisor of Transit Special Projects and Initiatives. The Executive Assistant will manage schedules, coordinate meetings, handle and write correspondence, and prepare reports. The Executive Assistant will act as liaison for the CAO and Senior Advisor including, but not limited to, the principal duties and responsibilities listed below.

The CAO reports directly to the CEO/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, Real Estate, and Transit Oriented Development.

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.

Duties & Responsibilities

• Perform administrative and office support activities including, but not limited to, creation/revision of presentations/reports, email correspondence, and excel worksheets as well as complex calendar management.
• Handle confidential situations and detailed requests.
• Establish & sustain relationships with CAO and Senior Advisor direct reports, CEO Executive Staff, and other key stakeholders.
• Field and manage correspondences/requests in a courteous & professional manner
• Follow up with stakeholders as required.
• Proofread documents and ensure accurate / consistent data prior to distribution.
• 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 CAO.
• Ensure security, integrity and confidentiality of data and information.
• Coordinate and prepare for meetings and presentations.
• Maintain and/or assist in maintaining the calendars/schedules
• Ensure recurring team meetings occur on a routine basis.
• 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 events.
• Process travel expense reimbursement reports.
• Coordinate and maintain department budget including monitoring, tracking, expenditures, invoices.
• Provide coverage for the Executive Assistant to the GM / Office Manager when absent.
• Maintain administrative procedures and identify opportunities for improvement.
• Perform related duties and projects as assigned.
• This position is full-time in office (not hybrid)

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.

Supervision

• None

Minimum Requirements & Qualifications

• Three (3) years of experience in office management and/or coordination at the C-Suite or Executive level.
• A high school diploma or equivalent G.E.D.
• Receptionist or similar position with a proven track record of customer service and high performance.
• Must be proficient in Microsoft Office applications, specifically with Outlook, Teams, Word, Excel, PowerPoint.
• Strong communications skills, excellent customer service, conflict resolution, and writing skills.
• Strong organizational skills.
• Experience compiling information and data into written and graphic presentations.
• 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 maintain and protect 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.
• Must be experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision.

Substitutions Include

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.
• Five (5) 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

Substitutions

• 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

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:

• 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 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.

• 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. See job description for role-specific requirements.

• 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 a U.S. Social Security Number prior to starting the position and employees will be required to complete a Form I-9 to verify their identity and eligibility to work in the U.S.

• 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. Candidates who do not attend their interview without advance authorization, including an email confirmation of a rescheduled time/date from Human Resources, will be considered a no-show and disqualified from consideration for the position. Related to rescheduling, on a one-time basis, and due to something emergent, you may be allowed to reschedule the interview. In addition, Human Resources may require documentation supporting the request. However, should you need to reschedule, you will need to contact your Recruiter directly by email.

• 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. If you require an accommodation during this process, please contact the MBTA's ADA Unit at 617-222-5751 or [email protected].

• Diversity, Equity, and Inclusion: The MBTA is an Equal Employment Opportunity Employer. For terms, descriptions, and definitions related to diversity, equity, inclusion, veteran status, and immediate family members that you may find on the application form, please visit mbta.com/careers-app-definitions.

• Intern / Co-Op Benefits: Employees taking part in an internship or co-op at the MBTA are eligible to receive accrued paid sick leave as well as a monthly transportation pass, based on the city from which the intern / co-op commutes to work, at no cost. However, no additional benefits are currently offered for interns or co-ops.