Administrative Assistant

### Description *Position at MABSTOA* | **Title:** **Administrative Assistant** **** | **Department:** **Office of the President** **** | | --- | --- | | **Authority: NYCT** | **Division/Unit:** **Office of the President** | | **Work Location:** **2 Broadway, New York, NY 10004** **** | **Hours of Work: 9am - 5pm** **** | | **Compensation:** | **Min: $63,556 | Max: $80,962 (New Hire Rate: $55,272)** | | **Deadline (if Applicable):** | **Until Filled** | | **Reporting Manager (If Applicable):** | **Administrative Manager** **** | **** **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 l…