Confidential Secretary I

Metropolitan Transportation Authority • New York, NY

57d • Onsite

About The Position

This position provides confidential administrative and executive support to the Assistant Chief Officer (ACO), ensuring efficient operation of the office and accurate management of the group's monthly reporting functions. The incumbent will handle sensitive information, coordinate communications, and support organizational tracking of documents and proper assignment of ACO tasks to Managerial staff. Responsibilities include, but are not limited to: Providing confidential administrative support to the ACO and the ACO office; managing calendars, prioritizing communications, and maintaining secure files and records. Serving as the primary point of contact for internal and external inquiries; telephone calls, emails, and visitors; routing and tracking follow-ups to closure. Drafting, formatting, proofreading, and distributing correspondence, memoranda, meeting minutes, and executive presentations; ensuring accuracy and professional quality. Capital Project Design database input, tracking distribution back to Capital Development and reporting progress. Coordinating monthly open job numbers report for the group: maintaining the master list updating opening new/closing old and distributing to the current to staff. Preparing agendas, materials, and logistics for leadership and cross-department meetings; capturing action items and monitoring deadlines. Supporting onboarding and off-boarding processes of personnel for administrative functions, providing building access and supply/service requests. Monitoring key ACO office priorities and recurring deliverables; providing weekly status snapshots and month-end summaries to the ACO. Upholding confidentiality, discretion, and compliance with NYCT/MTA policies and procedures at all times.

Requirements

• A high school diploma or a GED equivalent and (3) three years of satisfactory full-time experience performing secretarial duties or
• A satisfactory equivalent of combined education and experience requirements.

Nice To Haves

• Proven discretion handling confidential executive communications and records.
• Strong writing, editing, and document production; impeccable grammar and formatting.
• Proficiency in MS Outlook (complex calendar coordination), Excel (filters, pivot tables, lookups for PSR reconciliations), and Word/PowerPoint (executive‑ready documents).
• Data accuracy & reconciliation: maintain master lists, track revisions, and cross‑check documents with others rigorous follow‑through.
• Excellent organization and management skills; can follow through on high‑volume requests and multi-task.
• Clear, professional communication skills and mindset for completing tasks
• Experience with SharePoint/Teams (or similar collaboration tools); quick to learn NYCT/MTA systems and workflows.
• Familiarity with NYCT MOW Engineering environment and administrative protocols is preferred.

Responsibilities

• Providing confidential administrative support to the ACO and the ACO office; managing calendars, prioritizing communications, and maintaining secure files and records.
• Serving as the primary point of contact for internal and external inquiries; telephone calls, emails, and visitors; routing and tracking follow-ups to closure.
• Drafting, formatting, proofreading, and distributing correspondence, memoranda, meeting minutes, and executive presentations; ensuring accuracy and professional quality.
• Capital Project Design database input, tracking distribution back to Capital Development and reporting progress.
• Coordinating monthly open job numbers report for the group: maintaining the master list updating opening new/closing old and distributing to the current to staff.
• Preparing agendas, materials, and logistics for leadership and cross-department meetings; capturing action items and monitoring deadlines.
• Supporting onboarding and off-boarding processes of personnel for administrative functions, providing building access and supply/service requests.
• Monitoring key ACO office priorities and recurring deliverables; providing weekly status snapshots and month-end summaries to the ACO.
• Upholding confidentiality, discretion, and compliance with NYCT/MTA policies and procedures at all times.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Executive, Legislative, and Other General Government Support
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees