Senior Executive Secretary

Responsibilities

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.

Qualifications

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.

Desired

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.