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Executive Secretary

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Job ID: 33119
Department:
Location: 4 World Trade Center

Responsibilities

Reporting to the Director, Brand and Customer Partnerships, the selected candidate will be responsible for a diverse range of confidential administrative and secretarial duties including, but not limited to:  managing and coordination of all meetings and calendars using Outlook involving Port Authority executives and executives of various agencies and organizations for expeditious handling;  managing correspondence and emails including preparing, distributing, reviewing and editing all material for signature; maintaining a departmental project tracking database;  filing, retrieving, and searching for hard copy documents; answering general inquiries; coordinating business travel, processing trip authorization, registrations and expense accounts using SAP; performing timekeeping functions utilizing PeopleSoft; processing invoices and service requests for payment in SAP; providing guidance to staff on various matters and procedures and performing other related duties and special assignments as required.  Provide back-up secretarial/administrative support to the Chief Communications Officer in the absence of the Executive Secretary of the Chief Communications Office

Qualifications

Candidates must present the following qualifications to be considered eligible for this position:

  • Must obtain a High School Diploma or GED from an accredited school.
  • Applicants must have 5 years full-time paid secretarial work experience, with three years at or above the level of Executive Secretary.

Desired

Ideal candidates will present the following profile:

  • Ability to acquire thorough knowledge of Port Authority organizational structure, policies and procedures.
  • Superior interpersonal skills including experience interacting effectively through oral and written communications with all levels of internal staff and external professionals.
  • Demonstrated experience dealing with sensitive and confidential material.
  • Strong ability to write routine memoranda, emails and correspondence. Proofread, verify, and review a variety of documents, materials and/or forms for accuracy, completeness, and conformance with established standards, policies and procedures; ensure documents for signature are accurate and complete.
  • Demonstrated experience in the use of: ADTRAV and SAP Travel Management Module, Outlook, MS Word and PowerPoint.
  • Strong experience creating spreadsheets and charts utilizing Excel applications.
  • Understanding of agency board process and working knowledge of proper preparation of briefing binder.
  • Demonstrated ability to prioritize assignments and perform multiple tasks simultaneously within time constraints.
  • Ability to be flexible, take initiative, use judgement and work independently.
  • Demonstrated analytical and problem-solving skills.
  • Strong planning and organizational skills
  • Strong ability to present clear and concise information to top management
  • Strong telephone rapport and etiquette

Compensation & Benefits

The Port Authority of New York and New Jersey offers a competitive salary, an outstanding benefits package and a professional environment that supports development and recognizes achievement.

How To Apply

Interested candidates should apply to this job by clicking on the Apply Now button and submitting a combined cover letter and resume.

Only applicants under consideration will be contacted.

About The Port Authority

Founded in 1921, the Port Authority of New York and New Jersey builds, operates, and maintains many of the most important transportation and trade infrastructure assets in the country. The agency's network of aviation, ground, rail, and seaport facilities is among the busiest in the country, supports more than 550,000 regional jobs, and generates more than $23 billion in annual wages and $80 billion in annual economic activity. The Port Authority also owns and manages the 16-acre World Trade Center site, where the 1,776-foot-tall One World Trade Center is now the tallest skyscraper in the Western Hemisphere.

EQUAL OPPORTUNITY EMPLOYER

The Port Authority of New York & New Jersey/Port Authority Trans-Hudson (PATH) is an Equal Opportunity Employer.

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