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.

The Executive Assistant will provide confidential executive administrative support. The Executive Assistant will act as a liaison by responding to incoming calls and confidential correspondence, exercising independent judgment in determining the level of immediate response needed, and seeking direction when necessary. Manage contacts of a sensitive, complex, and confidential nature.  This Executive Assistant will encounter sensitive and confidential information, and the role requires an individual experienced in responding to complex situations and handling sensitive materials in a discreet and timely manner. The ideal candidate will require little to no supervision, take initiative, be well organized, be flexible, and manage multiple priorities simultaneously.

• Field and manage emails, calls, and all forms of correspondence in a courteous and professional manner, transferring calls and recording messages accurately.
• Maintain, and/or assist in maintaining, the appointment schedule for the assigned executive. 
• Respond to each inquiry, whether from a customer, vendor, or co-worker, in a professional and courteous manner.
• Interact and coordinate with communications staff, legislative and government affairs staff, and other Department staff.
• May provide dedicated front desk coverage to greet appointments and visitors to the department.
• Perform Administrative and Office Support Activities (filing, copying, distributing mail, ordering supplies, booking conference rooms).
• 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 the department's senior staff and other executive offices.
• Plan and assist in the coordination of events.
• Schedule and coordinate meetings and special projects.
• Coordinate meetings for senior staff and gather data, conduct research, and draft reports, summaries, or materials for presentations.
• Monitor and update manual and computerized records and filing systems to ensure information is easily retrievable.
• Establish, update, and maintain departmental administrative procedures and maintain confidential departmental information.
• Evaluate workflow, reallocate resources, and/or redesign processes to meet office needs and customer service.
• Organize and maintain departmental files and logs, ensuring the smooth and timely flow of correspondence and reports.
• Input Requisitions into FMIS and manage all POs.
• Ensure security, integrity, and confidentiality of data.
• Coordinates and maintains the department budget to monitor, track expenditures, troubleshoot problems, prepare reports, and manage invoices.
• Coordinate meetings, travel, conference calls, and complete expense reports. 
• Perform all other duties and projects that may be assigned.

• A bachelor's degree from an accredited institution.

• One (1) year of experience in administration, office management, and/or coordination at the executive level.
• Strong communications skills, excellent customer service, conflict resolution, and writing skills.
• Strong organizational skills.
• Experience establishing departmental administrative procedures.
• Experience compiling information and data into written and graphic presentations.
• Experience proofreading memos and reports.
• Must be proficient in Microsoft Office applications, specifically with Word, Excel, PowerPoint, and database applications.
• Demonstrated ability to effectively work within a fast-paced office environment and prioritize work appropriately.
• Ability to provide internal and external customers with a courteous and professional experience.
• Ability to maintain and protect personal and confidential information.
• Ability to effectively prioritize work.
• Experience in a fast-paced environment with competing priorities.
• Effective analytical, organizational, confidentiality, multitasking, and interpersonal skills.
• Knowledge of business and management principles.
• Must be experienced in handling a wide range of administrative and executive support related tasks and be able to work independently with little or no supervision.

Preferred Experience and Required Skills

• Experience creating purchase orders and/or working with financial systems.  
• Previous experience in the transit field 
• Transportation ROW trained. 

• A High School Diploma or GED with an additional five (5) years of directly related experience substitutes for the bachelor's degree requirement. 
• An associate degree from an accredited institution and additional two (2) years of directly related experience substitutes for the bachelor's degree requirement. 
• A master's degree in a related subject substitutes for three (3) years of general experience. 
• A nationally recognized certification, or statewide/professional certification in a related field substitutes for one year of experience. 

Job Conditions:

• Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English.
• 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 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 a 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 prior to application to be considered for employment.

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. 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: 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 (the MBTA does not sponsor non-US citizens). However, if you have an unrestricted work authorization, or sponsored by a separate entity, you are welcome to apply for open positions. International students taking part in CPT / STEM / OPT programs through a university (and already have valid work authorization) are eligible for internships and co-ops with the MBTA. In compliance with federal law, all persons hired will be required to complete a Form I-9 to verify their identity and eligibility to work in the U.S.
6. 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.
7. Safety Sensitive Positions: Employees working in this classification will be subject to periodic physical examinations plus random drug and alcohol testing.
8. 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.
9. 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.
10. 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 hradaaa@mbta.com.
11. 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.