Executive Assistant II

Executive Assistant II

Government & External Affairs

Move forward with us! At NJ TRANSIT, youll join us in transforming the third-largest transportation agency in North America. We are committed to delivering safe, reliable service that gets customers to their destinations on time-and were looking to hire talented folks with a commitment to excellence to make it all possible.

SUMMARY:

• Performs analytical, research, and administrative duties to support the operations of the organization.

ROLES & RESPONSIBILITIES:

• Provide high-level administrative support to assigned executive(s), and assist other members of the executive team as needed to ensure seamless operations across the organization.
• Perform confidential administrative tasks for the Executive Management Team (EMT) members, including research, investigations, and composition of correspondence and reports.
• Manages correspondence received in the EMT members office, screening material to determine the need for the EMTs attention, and when appropriate directs actions, activities, and coordinates response.
• Interprets NJ TRANSIT policies, practices and procedures, and coordinates the administration of projects with other departments.
• Coordinate with support staff on referrals, reports, information requests, etc.
• Undertakes special assignments which involve coordination within and outside EMT members functional area, including special events, presentations, task forces, preparing contracts, etc.
• Composes letters and memoranda, routes or answers correspondence not requiring the EMT members attention.
• Research and analyze administrative, financial and/or operations data.
• Initiates and coordinates projects to support the vision of senior management.
• Manage clerical and administrative tasks, including organizing and maintaining office files, handling mail, email, telephone communications, data entry, and responding to routine inquiries. Coordinate executive support activities such as scheduling meetings and appointments, managing the EMT member(s)' calendar, making travel arrangements, and directing information to junior administrative staff.
• Coordinate administrative activities between departments.
• Compile and prepare results and reports. May assist in creating new budgets based on findings.
• May coordinate and/or lead projects.
• Provides administrative support to assigned department managers and staff.
• Use Oracle software to process procurement requests, check requisitions, and receipt of invoices.
• Timekeeping duties and associated records as necessary.
• Other duties as assigned by supervisor.

EDUCATION, EXPERIENCE & QUALIFICATIONS:

• Bachelor's Degree in Business Administration or related area and four (4) years of increasingly responsible office administration experience with an emphasis in executive administration.
• One (1) year NJT administrative support experience
• One (1) year of closely related experience can be substituted for each year of education required

KNOWLEDGE & SKILLS:

• Ability to perform work under minimal supervision.
• Proven ability to handle complex issues and problems.
• Strong analytical thinking skills.
• Ability to research Information and verify accuracy
• Clerical skills.
• Proficiency in Microsoft Office Software (Word, Power Point, Teams, Outlook, and Excel), Oracle, Access, and related programs.
• Strong oral and written communication skills.
• Experience working with department budget and headcount issues.
• Experience supporting senior executive staff
• Experience with Kronos and P-card usage and policy
• Experience working with outside agencies
• Experience working with business objectives and pushing initiatives through completion
• Proven ability to work with highly confidential information is required
• Proficient in Microsoft Office Suite - Word, PowerPoint, Excel
• MUST be flexible with working hours to accommodate work requirements.

At NJ TRANSIT, you will enjoy a competitive salary and excellent benefits package:

• Comprehensive Family Health Insurance - Medical, Prescription, Dental, Vision
• Flexible Spending Account
• Life Insurance
• Paid Leave
• Tuition Assistance
• Pre-Tax Commuter Benefits Plan
• Retirement Plans
• 401(a) - Retirement plan with a 6% employer contribution
• 401(k) - Retirement saving plan with up to a 3% company match
• 457(b) - Deferred Savings Plan

NJ TRANSIT is an Equal Opportunity Employer

Learn more about NJ TRANSIT! Sign up to receive an invitation to our next live information session at WWW.NJTRANSIT.COM/BEST