Executive Assistant

Description

The Chief Engineer is looking for a highly skilled individual to join his team to help realize the Engineering Department’s vision to be the stewards of the Agency’s infrastructure of today and to design and build the Agency’s future; in support of the Agency’s vision and mission – to keep the region moving as a world-class builder and operator of best-in-class transportation facilities.

The Chief Engineer is the corporate advisor to the Executive Director and the technical authority for structural integrity and code compliance. The Chief Engineer is the Agency's principal authority on engineering matters and is responsible for ensuring all existing and new Port Authority facilities are structurally sound, safe, and in conformance with applicable codes and Port Authority technical standards.

The Engineering Department is responsible for the delivery of high-quality and cost-effective planning, architectural and engineering design, and construction management services in support of the Agency’s capital and operating programs. In addition, the Department ensures the structural integrity, life safety, and code compliance of all Agency facilities.
The Engineering Department’s engineers and architects possess institutional of knowledge of all PA facilities and remain engaged throughout the lifecycle of an asset to ensure continued safe and efficient operations. The Engineering Department has six divisions: Engineering/ Architecture Design, Construction Management, Engineering Operations, Quality Assurance, Project Delivery and Enterprise Asset Management.

The Executive Assistant assists the Chief Engineer in achieving the Engineering Department’s vision, is solution-oriented, adapts to new technology, thinks proactively, and can anticipate the various needs and challenges that may arise within the Chief Engineer’s office.

Responsibilities

• Ensure the office of the Chief Engineer is running efficiently.
• Handle with discretion confidential matters, documents, plans and all correspondence involving senior management Agency-wide.
• Serve as a strategic adviser to keep the Chief Engineer informed of time-sensitive and priority issues requiring their attention and ensure the appropriate follow-up.
• Determine priority of matters of attention for the Chief Engineer; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Prioritize assignments to meet critical deadlines and handle multiple tasks simultaneously.
• Coordinate meetings with Chief Engineer and Senior Management across the Agency.
• Provide calendar management to the Chief Engineer working with Engineering leaders, PA staff at all levels, and outside entities to coordinate a variety of meetings.
• Answer/screen emails/calls and direct incoming calls to appropriate staff.
• Assemble and distribution of department Weekly Highlights report to Executive Director.
• Track mileage and expense reimbursements, coordinate business travel, route items for signature, coordinate with Technology for troubleshooting/technology requests, etc.
• Coordinate logistics, planning, and facilitation for business meetings and events on behalf of the Chief Engineer in coordination with internal and external stakeholders.
• Assist and direct others on Port Authority and Engineering policies and procedures related to the Office of the Chief Engineer.
• Coordinate the annual Engineering Summer Intern Scholarship Program event with Port Authority, external Benefactor, Sponsor and college students.
• Serve as backup to assistant to the Deputy Chief Engineer as needed.
• Perform other related duties/special projects as requested by the Chief Engineer.

Qualifications
Ideal candidates will present the following profile:

• Associate degree from an accredited college or university or equivalent credits from an accredited technical school; four years of progressively responsible experience will satisfy the education requirement.
• Demonstrated proficiency in Microsoft Office programs
• Minimum two years' experience as an Executive Secretary, Assistant or Administrative Assistant.

Desired
Ideal candidates will present the following qualifications profile:

• Demonstrated ability to exercise good judgment and discretion in handling confidential information.
• Proven history of managing multiple assignments simultaneously while supporting daily office operations.
• Highly responsive, collaborative, and predictive.
• Ability to interact effectively with staff at all levels including internal and external executive staff.
• Flexibility and comfort operating in ambiguous and fluid environments.
• Demonstrated proficiency in SAP, BudgetPro; and PeopleSoft.
• Experience in assisting with logistical planning for large-scale meetings.