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 Office Manager/Executive Assistant will be responsible for conducting, coordinating, monitoring and overseeing daily administrative operations and functions within the Safety Division. Serve as a liaison for Division Chiefs, Directors and staff and work to help secure, support and facilitate operational needs and services. Functions include, but are not limited to, ordering, procuring, scheduling and other duties as assigned. Manage and support the needs of two Safety Division locations. Provide administrative support to the Chief Safety Officer's Senior Leadership Team, format correspondence as needed.  

The Office Manager/Executive Assistant will be responsible for and have previous experience in handling a wide range of administrative and executive support related tasks and will be able to work independently with little supervision. This person must be exceedingly well organized, flexible and detail oriented. 

This position will have access or exposure to confidential information concerning labor relations matters or management's position on personnel matters as well as financial data, personnel records, and internal audits.

• Oversee and organize daily office operations and procedures including maintaining office supplies inventory, ordering supplies, and ensuring the operation of office equipment.
• Coordinates and maintains ordering to include monitoring, tracking, expenditures, troubleshooting problems and preparing reports and managing invoices.
• Perform administrative and office support activities in a professional manner.
• Manage vacation and other identified division calendars. 
• Field and manage emails, calls, and all forms of correspondences in a courteous and professional manner.
• Establish and follow departmental administrative procedures and maintain confidential departmental information while evaluating the workflow and reallocating resources and/or redesigning processes to meet office needs and customer service.
• Prepare, revise, and format excel spreadsheets, power-point presentations, and other written documents at the request of the Safety Division executive team.
• Attend meetings upon request to record, transcribe and summarize discussion topics for reports and memos.
• Proofread documents and ensure accurate / consistent data prior to distribution. 
• Schedule, plan and assist in the coordination of events, meetings and/or special projects.
• Organize and maintain manual and computerized confidential departmental files, records, and logs ensuring the smooth and timely flow of correspondence and reports.
• Respond to each inquiry, whether from a customer, vendor, or co-worker in a professional and courteous manner.
• Assist with processing purchase orders and requisitions using PeopleSoft Financial Systems.
• Proofread documents and ensure accurate, consistent communication and data prior to distribution.
• Responsible for office supplies and equipment: Maintain Safety Division suites supply stock by monitoring inventory and process required purchase orders connected with supply stock.
• Ensure all copiers are working and stocked.
• Ensure security, integrity, and confidentiality of data.
• Have the ability to work effectively with a diverse workforce.
• Handle complex and confidential situations and requests and serve as a resource for the department in a highly visible capacity with candidates, staff, management, and other departments.
• Track the status of ongoing matters and follow up as necessary.
• Keeps management informed by reviewing and analyzing special reports, summarizing information, and identifying trends to ensure the smooth and timely flow of correspondence and reports.
• Ensure security, integrity, and confidentiality of data.
• Perform all other duties and projects that may be assigned.

• No direct reports.

• Bachelor's degree from an accredited institution.
• Five (5) years of experience in office management and/or coordination at the executive level. 
• Two (2) years drafting business memos, power-point presentations, and organizing communications for Senior Level Executives.
• Strong communications skills, excellent customer service, conflict resolution, and writing skills. 
• Experience compiling information and data into written and graphic presentations.
• Experience proof reading memos and reports.
• Must be proficient in Microsoft Office applications, specifically with Word, Excel, PowerPoint, and database applications.
• The ability to pass the MBTA's Microsoft Office Professional test and the editing and report preparation practical test.
• 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 or federal agencies.
• The ability to provide internal and external customers with a courteous and professional experience.
• The ability to maintain and protect personal and confidential information. 
• The ability to decipher and prioritize issues and inquiries that need immediate attention. 
• 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.
• Ability to work independently with little or no supervision.

• 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 substitute 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

• None 

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.

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 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.