Administrative Assistant

Description

POSITION SUMMARY

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. 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.
• Screen, prioritize, and route calls, emails, and correspondence; respond or redirect 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.
• Coordinate logistics for meetings, briefings, leadership sessions, and internal events.
• Liaise across NYCT and MTA departments to support cross-functional coordination and communication.
• Support day-to-day office operations to ensure efficiency and responsiveness.
• Maintain and organize administrative records, databases, and filing systems with accuracy and confidentiality.
• Compile, track, and summarize data for reports, dashboards, and presentations.
• Assist with preparation, quality control, and updates to the NYCT committee book and related materials.
• Utilize Salesforce Cassie (CRM) to log, track, and manage incoming Inspector General (IG) complaints and customer correspondence.
• Ensure proper documentation, monitoring, and timely follow-up of requests and inquiries.
• Assist with procurement card reconciliation, expense tracking, and administrative financial processes.
• Prepare, proofread, and format 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.

EDUCATION AND EXPERIENCE

• 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.

DESIRED 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) and 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.

Selection Method:

Based on evaluation of education, skills, experience, and interview. 

Other Information:
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:

MTA and its subsidiary and affiliated agencies are Equal Opportunity Employers, including with respect to veteran status and individuals with disabilities. 

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