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Senior Executive Secretary

Job ID: 60569
Department: Inspector General
Location: Hoboken



This position supports the Inspector General, the Deputy Inspector General, as well as additional senior staff.  The successful candidate will be responsible for a wide variety of highly confidential secretarial and administrative duties including, but not limited to:  coordination of all meetings and calendars using Outlook involving Port Authority executives and senior executives of various agencies and organizations; screening, referring and handling internal and external telephone calls, inquiries and complaints; reviewing and editing correspondence for the Inspector General and Deputy Inspector General’s signature; managing and maintaining files and follow-up systems; compiling material for monthly Board meetings; Coordinating business travel and training; preparing and processing expense documents; WageWorks/Transitcheck coordinator; Preparing authorization forms and memos; processing invoices, service entries and purchase orders in SAP and AVM and running reports as needed; perform all timekeeping functions for non-represented and represented staff; providing general guidance and support to departmental staff on day-to-day matters; handling meeting conference room reservations; and performing general administrative tasks and special assignments in collaboration with the Business Managers.


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

  • Applicants must currently have five years full-time paid secretarial experience with three years at or above the level of Administrative Secretary.
  • Superior interpersonal skills including experience interacting effectively with all levels of internal staff and external professionals.
  • Applicants must meet all performance and attendance standards and have completed all probationary periods.
  • Working knowledge of ADTRAV, SAP and AVM
  • Thorough knowledge of Peoplesoft and PA administrative and timekeeping policies and procedures
  • Proficiency with Microsoft applications: Outlook, Word, Excel, and PowerPoint
  • Extensive knowledge of Port Authority organizational structure, policies and procedures.


Ideal candidates will present the following profile:

  • Demonstrated experience dealing with sensitive and confidential material.
  • Use discretion, confidentiality, and good judgement to handle C-Level matters.
  • Represent the agency and the Executive in a positive light through great follow-through skills and sound judgement.
  • Ability to effectively manage active executive calendars
  • Demonstrated ability to write, proofread, and edit correspondence for executive management’s signature.
  • Understanding of agency board process and working knowledge of proper preparation of briefing binder.
  • Experience in interacting effectively with all levels of internal staff and external professionals.
  • Demonstrated ability to plan, prioritize and anticipate the informational needs of the Inspector General and Deputy Inspector General.
  • Self-starter with demonstrated ability to initiate activities and projects with little or no supervision.
  • Excellent oral and written communication skills.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Strong telephone rapport and etiquette.
  • Ability to be flexible and multi-task effectively and simultaneously.
  • Ability to function well in a high paced and at times stressful environment.
  • Knowledge of the PA records maintenance and retention practices.
  • Demonstrated ability to take initiative, work independently and use good judgment.

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. The Port Authority of NY & NJ welcomes veteran and military spouse applications.

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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