Senior Executive Secretary

About the Role

The successful, selected candidate will be responsible for supporting the Director of the Tunnels, Bridges and Terminals Department and TB&T’s front office functions with the overarching goal to ensure and support the overall efficient operation of the department. The selected candidate will be expected to develop and maintain a comprehensive understanding of TB&T's current and future business issues and projects; coordinate the review and editing of follow-up materials, emails, presentations, files, etc. sent to the Director; and track necessary follow-ups and monitor their completion. The successful candidate will also serve as the central point for all information forwarded to the Director and must be able to coordinate many high-level, time-sensitive, and confidential matters. The candidate will also function as a key business ally for staff within the central office units at 4 WTC as well as staff who work at TB&T’s facilities, while performing a diverse range of highly responsible administrative duties that include, but are not limited to:

Responsibilities

• Manage and maintain the Director’s calendar, confirming the Director’s availability and setting up meetings and events as requested.
• Prepare documents and agendas for meetings as necessary.
• Cover the Director’s phone line, taking messages and providing follow-ups as needed.
• Review and edit all correspondence, forms, and documents reviewed and signed off by the Director Liaise with the Offices of the Executive Director, Chief Operating Officer, and other key, high-level executive and senior staff as required Screen, handle and refer internal and external inquiries to the appropriate parties.
• Read, prioritize, and distribute highly confidential and sensitive mail.
• Manage and maintain the Director's filing and follow-up system.
• Perform timekeeping functions using PeopleSoft and run necessary reports.
• Process invoices and service requests using SAP.
• Make travel arrangements and process business trip authorizations and expense reports using SAP.
• Provide guidance to staff on various day-to-day matters.
• Collaborate with staff across the department as needed to see tasks and initiatives through to completion.
• Additionally, the selected candidate must be able to work extended hours as necessary.

Minimum Qualifications

• Applicants must have five years of secretarial or administrative assistant experience.
• Strong ability to write memoranda, emails, and correspondence.
• Strong ability to proofread, verify, and review a variety of documents, materials, and forms for accuracy, completeness, and conformance with established standards, policies, and procedures in order to ensure documents are accurate and complete
• Demonstrated proficiency in the use of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), SAP, and PeopleSoft.

Desired Qualifications

• Knowledge of Port Authority organizational structure, policies, and procedures.
• Demonstrated ability to use initiative and independent judgment to strategize as well as anticipate and prepare to respond to the informational needs of the Director.
• Demonstrated excellent organizational and time management skills and the ability to identify, resolve, and complete high-level, time-sensitive, and confidential matters within prescribed deadlines.
• Demonstrated ability to be flexible, take initiative, work independently, and handle multiple tasks simultaneously with frequent interruptions and changing priorities.
• Demonstrated ability to interact effectively with all levels of internal staff and external professionals.
• Ability to present clear information to top management.
• Ability to be flexible and multi-task effectively.

Selection Process

The application process varies by position but typically includes an initial phone interview for qualified candidates, followed by a more in-depth interview(s) and/or assessment(s). Selected candidates who are made a conditional job offer will be asked to undergo a background check.

Compensation, Benefits & On-Site Collaboration Requirements

The Port Authority of New York and New Jersey offer a competitive benefits package and a professional environment that supports development and recognizes achievement.​

Click here for more information about benefits, our culture, and career development opportunities.​ ​

The Port Authority of New York and New Jersey anticipate that the actual salary offered to a successful candidate will depend on aspects such as experience, knowledge, skills, abilities, and internal factors.

The expected compensation range for this role is:​ ​Minimum: $ 73,658   Midpoint: $ 95,742   Maximum: $ 117,832

 In accordance with Port Authority policy, this position permits employees to work remotely a maximum of one day per week, subject to operational and business needs.