Job Title: Senior Administrative Assistant
Location: Boston, MA 02128
Position Type: Contract with Possible extension
Duration: 24 months

Job Description:
Overview:
Provides administrative support and essential office functions, including document preparation, to the Real Estate and Asset Management (REAM) Department and provides administrative support to REAM Deputy Directors as assigned.

ESSENTIAL TASKS OF THE JOB:

A. Manages the day-to-day administrative responsibilities for the Real Estate and Asset Management Department.
1. Coordinates schedules (using MS Outlook) for the Deputy Directors and REAM staff; supports all REAM staff in the scheduling of complex meetings. Proactively identifies and resolves scheduling conflicts.
2. Serves as REAM's liaison on certain internal and external scheduling and coordination matters.
Ensures information is clearly and promptly communicated between REAM staff, other Massport departments, and outside contacts.
3. Represents REAM by answering and distributing incoming phone calls.
4. Maintains up-to-date mailing and contact lists.

B. Provides regular assistance to ongoing projects of REAM staff.
1. Participates in the development and production of documents related to the work requirements of REAM. This includes the preparation and tracking of internal/external correspondence and Massport Board-related materials. It also includes the preparation and editing of PowerPoint presentations used for Board Meetings, Real Estate and Strategic Initiatives Committee meetings, and for briefing senior administration.
2. Drafts, reviews, proofreads, updates, and mails letters, memoranda, documents, presentations, and other materials prepared by the REAM.
3. Creates, edits, and maintains spreadsheets and databases using Excel and other software applications.
4. Creates charts, graphs and presentation materials supporting REAM's portfolio and initiatives.

SECONDARY JOB TASKS:
1. Identifies ways to improve departmental procedures and practices.
2. Works on, researches, and completes special projects and duties as assigned.
3. Provides support to all department staff in the absence of other Administrative Assistants.
4. Creates and maintains efficient filing systems.
5. Enters and processes leases, licenses, right of entry agreements, and contracts for REAM in Massport databases, such as PMWeb, in the absence of the Executive Assistant

JOB REQUIREMENTS AND QUALIFICATIONS:

EDUCATION : Bachelor's Degree or equivalent professional experience.

EXPERIENCE : Minimum of 3 to 5 years work experience providing administrative support in a professional office setting.
Prefer experience in real estate and/or asset management industry in such areas as property management, tenant relations, data collection and analysis, budget review and expense tracking, and other project support functions. Other relevant experience may be considered.

1. Current and valid driver's license unrestricted except for corrective lenses.
2. Ability to pass Massport security check and obtain a Massport Security Badge.
3. Ability to pass Massport controlled substances test and background security checks.

UNIQUE EXPERTISE/CERTIFICATION/REGISTRATIONS:
1. Good verbal communication skills and ability to interact with professionals in a range of disciplines.
2. Solid writing and editing/proofreading ability with attention to detail.
3. Strong proficiency in Microsoft Word, Microsoft Outlook, and Microsoft File Explorer.
4. Ability to create and edit PowerPoint presentations with an eye toward both content and format consistency.
5. Ability to prioritize multiple assignments to meet deadlines.
6. Resourcefulness and problem-solving attitude.
7. Ability to maintain confidentiality when needed.
8. Ability to learn and use spreadsheet and database management systems software, including MS Excel, PM Web and PeopleSoft.
10. Interest and general knowledge of real estate and asset management principles preferred