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Executive Secretary

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Job ID: 34160
Department: Rail Transit
Location: Journal Square Transp. Center


Reporting to the Director, the Executive Secretary will be responsible for a variety of highly responsible and confidential secretarial and administrative duties. The position offers a fast-paced environment and the opportunity to interface with senior level staff both internal and external stakeholders. Excellent oral and written communication skills are essential. The candidate will handle confidential documents and must have an understanding of discretion and document preservation. The candidate must have the ability to effectively manage and coordinate a daily schedule and be able to communicate on behalf of senior staff member and their direct report.
Responsibilities include, but are not limited to:

  • Managing and updating the Director's schedule and calendar using Outlook
  • Communicating effectively with a diverse array of stakeholders
  • Handling confidential information responsibly
  • Providing general administrative support to staff
  • Drafting and finalizing documents to obtain authorization to attend and/or participate at special functions and events
  • Coordinating business travel; and processing trip authorizations, registrations and expense accounts
  • Processing purchase requisitions and invoice payments in SAP
  • Ability to maintain a follow-up system to ensure timely responses to work assignments, questions and requests for information
  • Performing timekeeping and Petty Cash functions utilizing PeopleSoft
  • Preparing Directors board binder for agenda review/board meetings
  • Ordering and maintaining office supplies and handling office equipment issues

Note: This position is located at Journal Square Transportation Center (JSTC). This is a Port Authority Position and is not required to pay into Railroad Retirement.


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

  • Associate Degree from an accredited college or university or equivalent credits from an accredited technical school; 4 years of progressively responsible experience will satisfy the education requirement.
  • Minimum two years of full-time office administration experience.


Ideal candidates will present the following profile:

  • Self-starter with demonstrated ability to initiate activities and projects with little or no supervision, prioritize assignments, and handle multiple tasks simultaneously
  • Demonstrated experience dealing with sensitive and confidential material
  • Experience in interacting effectively with all levels of internal staff and external professionals
  • Superior oral, written and interpersonal communications skills
  • Strong phone rapport and etiquette
  • Proficiency with Microsoft applications: Outlook, Word, Excel, and PowerPoint and ability to produce a variety of documents, charts, and graphs
  • 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.
  • Ability to set-up and use RezDesk ADTRA V and the SAP Travel Management Module
  • Strong ability to present clear and concise information to top management
  • Strong planning and organizational skills
  • Ability to prioritize tasks, be flexible and multi-task effectively
  • Ability to take initiative, work independently and use good judgment
  • Attend to a variety of office administrative details such as ordering supplies, arranging for equipment repair, transmitting information, and maintain accurate and up-to-date files.


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

The Port Authority Trans Hudson Corporation (PATH), an FRA-regulated commuter railroad, is the primary transit link between Manhattan and New Jersey communities and suburban commuter railroads.  Carrying over 75 million passengers per year, PATH trains run 24 hours a day, seven days a week, one of the few 24-hour systems in the world.  Since the early 20th Century, PATH and its predecessor, the Hudson & Manhattan Railroad, have carried passengers between New Jersey and points in Midtown and Lower Manhattan, serving as a key link in the regions transportation network and as a catalyst for continued residential, commercial and employment growth.

PATH operates 24 hours per day/7 days per week/365 days per year.  Employees are required to work weekends, holidays, atypical hours (evening and midnight shifts) and during inclement weather conditions. Incumbents may be subjected to mandatory overtime at the beginning or end of their scheduled tour, or on their days off.  A union seniority system dictates work schedules for jobs represented by one of PATH’s unions, and time off may not be immediately available during the usual summer and holiday periods.  Working conditions will be challenging, including but not limited to inclement weather, direct contact with the public, in tunnel and outside areas during active train service, and an industrial environment.


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

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