Senior Executive Secretary

About the role

The successful, selected candidate will be responsible for supporting the Director of the Tunnels, Bridges and Terminals Department and TB&T’s front office functions with the overarching goal to ensure and support the overall efficient operation of the department. The selected candidate will be expected to develop and maintain a comprehensive understanding of TB&T's current and future business issues and projects; coordinate the review and editing of follow-up materials, emails, presentations, files, etc. sent to the Director; and track necessary follow-ups and monitor their completion. The successful candidate will also serve as the central point for all information forwarded to the Director and must be able to coordinate many high-level, time-sensitive, and confidential matters. The candidate will also function as a key business ally for staff within the central office units at 4 WTC as well as staff who work at TB&T’s facilities, while performing a diverse range of highly responsible administrative duties that include, but are not limited to:

Responsibilities

• Manage and maintain the Director’s calendar, confirming the Director’s availability and setting up meetings and events as requested.
• Prepare documents and agendas for meetings as necessary.
• Cover the Director’s phone line, taking messages and providing follow-ups as needed.
• Review and edit all correspondence, forms, and documents reviewed and signed off by the Director.
• Liaise with the Offices of the Executive Director, Chief Operating Officer, and other key, high-level executive and senior staff as required.
• Screen, handle and refer internal and external inquiries to the appropriate parties.
• Read, prioritize, and distribute highly confidential and sensitive mail.
• Manage and maintain the Director's filing and follow-up system.
• Perform timekeeping functions using PeopleSoft and run necessary reports.
• Process invoices and service requests using SAP.
• Make travel arrangements and process business trip authorizations and expense reports using SAP.
• Provide guidance to staff on various day-to-day matters.
• Collaborate with staff across the department as needed to see tasks and initiatives through to completion.
• Additionally, the selected candidate must be able to work extended hours as necessary.

Qualifications

• Minimum Qualifications: Applicants must have five years of secretarial or administrative assistant experience. Strong ability to write memoranda, emails, and correspondence. Strong ability to proofread, verify, and review a variety of documents, materials, and forms for accuracy, completeness, and conformance with established standards, policies, and procedures in order to ensure documents are accurate and complete. Demonstrated proficiency in the use of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), SAP, and PeopleSoft.
• Desired Qualifications: Knowledge of Port Authority organizational structure, policies, and procedures. Demonstrated ability to use initiative and independent judgment to strategize as well as anticipate and prepare to respond to the informational needs of the Director. Demonstrated excellent organizational and time management skills and the ability to identify, resolve, and complete high-level, time-sensitive, and confidential matters within prescribed deadlines. Demonstrated ability to be flexible, take initiative, work independently, and handle multiple tasks simultaneously with frequent interruptions and changing priorities. Demonstrated ability to interact effectively with all levels of internal staff and external professionals. Ability to present clear information to top management. Ability to be flexible and multi-task effectively.