Administrative Assistant

Description

The Administrative Assistant provides high-level administrative, operational, and analytical support to the Office of the President. Reporting to the Administrative Manager, this role is responsible for ensuring efficient office operations, supporting executive-level workflows, and maintaining accurate tracking of key administrative, operational, and correspondence processes.

Position Summary

The ideal candidate is highly organized, detail-oriented, and proactive, with strong communication skills and the ability to manage multiple priorities while maintaining confidentiality in a fast-paced, high-visibility environment.

Responsibilities

• Manage calendars, coordinate meetings, and prepare agendas and materials for leadership and internal stakeholders.
• Screens, prioritizes, and routes calls, emails, and correspondence; responds or redirects as appropriate.
• Track deadlines and follow up on assignments to ensure timely completion.
• Provide general administrative support and serve as backup to Office of the President administrative staff as needed.
• Cook up logistics for meetings, briefings, leadership sessions, and internal events.
• Liaise across NYCT and MTA departments to support cross-functional coordination and communication.
• Maintain and organize administrative records, databases, and filing systems with accuracy and confidentiality.
• Compile, track, and summarize data for reports, dashboards, and presentations.
• Aid in preparing, proofreading, and formatting memos, reports, presentations, and other business documents.
• Ensure materials are accurate, professional, and aligned with executive-level standards.
• Provide logistical and administrative support for employee engagement initiatives and internal programs.
• Assist with special projects and operational priorities within the Office of the President.
• Participate in projects and assignments that support exposure to broader administrative and operational functions across NYCT.

Qualifications

• Bachelor’s degree preferred.
• In lieu of a degree, a minimum of eight (8) years of directly related, progressively responsible administrative experience may be considered, subject to approval.
• Minimum of five (5) years of administrative experience in a complex organization, preferably supporting executive-level operations.

Skills

• Strong organizational, communication, and interpersonal skills.
• Ability to manage multiple priorities in a fast-paced environment with attention to detail.
• High level of professionalism, discretion, and ability to handle confidential information.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Working knowledge of systems such as PeopleSoft, Salesforce (Cassie), and related administrative tools.
• Strong writing, proofreading, and editing skills with excellent command of grammar and business communication.
• Ability to work effectively across all levels of the organization and build strong working relationships.

Benefits

Pursuant to the New York State Public Officers Law & the MTA Code of Ethics, all employees who hold a policymaking position must file an Annual Statement of Financial Disclosure (FDS) with the NYS Commission on Ethics and Lobbying in Government (the “Commission”).

Equal Employment Opportunity

The MTA encourages qualified applicants from diverse backgrounds, experiences, and abilities, including military service members, to apply.