Senior Executive Secretary, Engineering

Port Authority of NY & NJ•New York, NY

8d•Hybrid

About The Position

The Senior Executive Secretary supports the Chief Engineer/Director Engineering within the Office of the Chief Engineer. This role is responsible for a wide variety of confidential administrative and secretarial duties. The position is located at 4 WTC, 150 Greenwich St., 19th Floor, New York, NY 10007. In accordance with Port Authority policy, this position permits employees to work remotely a maximum of one day per week, subject to operational and business needs. The working hours are Monday - Friday.

Requirements

Associate Degree from an accredited college or university or equivalent credits from an accredited technical school; In lieu of education, 4 years of progressively responsible experience.
Minimum two years' experience as an Executive Secretary, Administrative Assistant, or equivalent.

Nice To Haves

Extensive Knowledge of or ability to learn Port Authority organizational structure, policies and procedures.
Excellent administrative skills including thorough follow-up procedures and resolution skills.
Experience using PeopleSoft, SAP and SAP Travel Management, Microsoft Word, Excel, Livelink, SharePoint and PowerPoint.
Proficiency with Microsoft applications: Outlook, Word, Excel, and Power Point.
Knowledge of or ability to learn PA administrative and timekeeping policies and procedures.
Self-starter with demonstrated ability to initiate activities and projects with little or no supervision, demonstrated analytical and problem-solving skills.
Demonstrated ability to interact effectively with internal and external staff at all levels.
Demonstrated ability to prioritize assignments and handle multiple tasks simultaneously, organize a demanding workload and manage multiple tasks within tight timeframes and meeting deadlines.
Demonstrated ability to be flexible, use initiative and independent judgment.
Demonstrated interpersonal, analytical and problem-solving skills.
Demonstrate ability to write, proofread, and edit correspondence for executive management's signature and use electronic workflows.
Demonstrate excellent written and oral communication skills.
Demonstrate strong customer service skills.

Responsibilities

Direct assistance on managing correspondence including preparing, distributing, reviewing and editing all material for signature.
Reviewing and prioritizing incoming correspondence for approval via SharePoint.
Overall coordination/management of meetings, conflicts and calendars using Outlook involving Port Authority executives and senior executives of various agencies and organizations.
Placing, screening and referring telephone calls to appropriate executives and/or staff for expeditious handling.
Prepare Building Access requests for visitors to department.
Managing and maintaining an extensive electronic filing and follow-up system; answering general inquiries.
Handle all aspects of Chief Engineer’s travel plans to conferences, seminars, presentation and waiver approvals; maintain history of travel and costs including preparing expense documents such as Petty Cash, expense account and Voucher Checks using SAP and SAP Travel.
Processing invoices and service requests for payment in SAP.
Assemble and distribution of department Weekly Highlights report to Executive Director.
Maintain and process requests related to membership, vehicle maintenance, mileage, EZ pass, PA Applause, Outside Employment, Scholarship Programs; prepare agenda for monthly Division Manager’s meeting.
Provide guidance to staff on various matters and procedures; travel arrangements (via ADTRAV), performing other related duties as assigned.
Provide back-up to Assistant to Deputy Chief Engineer as needed, act as secondary back-up for all Travel requests, and provide coverage in absences, as well as special assignments as requested.