What are the responsibilities and job description for the Executive Secretary position at The Port Authority of New York & New Jersey?
Description
About the Role
The Office of Inspector General (OIG) works to keep the agency corruption-free. To accomplish this, the OIG detects, receives, and investigates allegations of fraud, corruption, waste, and abuse with respect to employees, or other individuals or organizations doing business with the Port Authority, who attempt to corrupt or unlawfully interfere with Port Authority operations. The Inspector General is looking for highly skilled individuals to join his team in support of the mission – to enhance and defend the integrity of the Port Authority's programs and operations.
Under the supervision of the Executive Business Manager, t his role provides critical administrative support to the Assistant Director of the Police Integrity Division and senior leadership, ensuring smooth operations across key oversight units including the Police Integrity Unit, Absence Control Unit, and Civilian Complaint Investigations. As first point of contact for the Division, you’ll manage calendars, coordinate meetings, handle communications, and perform key functions such timekeeping, invoicing, procurement, and records management. This is a unique opportunity for someone who enjoys working in a mission-driven environment focused on public accountability and police oversight. Your work directly contributes to the Office of Inspector General’s mission to promote integrity and transparency within law enforcement. The role offers a variety of highly confidential responsibilities, and the chance to be a valued member of our team.
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
The Port Authority of New York and New Jersey offers a competitive benefits package, hybrid work options for many positions, and a professional environment that supports development and recognizes achievement.
Click here for more information about benefits, our culture, and career development opportunities.
How To Apply
Interested candidates should apply to this job by clicking on the "Apply Now" button and submitting a resume. The Port Authority of NY & NJ welcomes veteran and military spouse applications.
Only applicants under consideration will be contacted.
About The Port Authority
Founded in 1921, the Port Authority of New York and New Jersey builds, operates, and maintains many of the most important transportation and trade infrastructure assets in the country. The agency's network of aviation, ground, rail, and seaport facilities is among the busiest in the country, supports more than 550,000 regional jobs, and generates more than twenty three billion in annual wages and eighty billion in annual economic activity. The Port Authority also owns and manages the 16-acre World Trade Center site, where the 1,776-foot-tall One World Trade Center is now the tallest skyscraper in the Western Hemisphere.
Equal Opportunity Employer
The Port Authority of New York & New Jersey/Port Authority Trans-Hudson (PATH) is an Equal Opportunity Employer.
About the Role
The Office of Inspector General (OIG) works to keep the agency corruption-free. To accomplish this, the OIG detects, receives, and investigates allegations of fraud, corruption, waste, and abuse with respect to employees, or other individuals or organizations doing business with the Port Authority, who attempt to corrupt or unlawfully interfere with Port Authority operations. The Inspector General is looking for highly skilled individuals to join his team in support of the mission – to enhance and defend the integrity of the Port Authority's programs and operations.
Under the supervision of the Executive Business Manager, t his role provides critical administrative support to the Assistant Director of the Police Integrity Division and senior leadership, ensuring smooth operations across key oversight units including the Police Integrity Unit, Absence Control Unit, and Civilian Complaint Investigations. As first point of contact for the Division, you’ll manage calendars, coordinate meetings, handle communications, and perform key functions such timekeeping, invoicing, procurement, and records management. This is a unique opportunity for someone who enjoys working in a mission-driven environment focused on public accountability and police oversight. Your work directly contributes to the Office of Inspector General’s mission to promote integrity and transparency within law enforcement. The role offers a variety of highly confidential responsibilities, and the chance to be a valued member of our team.
- Serve as point of contact for incoming calls to the Division, including but not limited to the Civilian Complaint Hotline
- Serve as receptionist for the PI D
- D istribute weekly activity reports for PID
- Assist with scheduling Officer interviews and appointments
- Maintain electronic and physical files on Officer allegations and determinations
- Prepare case folder s ensuring O fficer details are accurate
- Schedule C ivilian C omplaint R eview B oard (CCRB) meetings
- Support HR and Public Safety by performing background checks o n candidates for training, promotion, transfers, and discipline
- Assist in the p repar ation of case files for CCRB review
- Prepare and distribute correspondence for PID
- Prepare and distribute correspondence in relation to final determinations of CCRB reviews
- Prepare reports, presentations, briefings, trainings, charts, graphs, and trends as requested
- Provides any additional administrative support as requested by PID/OIG personnel to include copying, scanning, filing, and emailing confidential documents .
- Ability to perform various clerical and administrative responsibilities
- Interface with the Law Department , create case folders, and reproduce files for hearings as needed
- Maintain office equipment
- Order and maintain office supplies
- Perform all Records Management responsibilities for the Division
- Support other Office of Inspector General functions as directed by the Executive Business Manager
- Applicants must currently have five years full-time paid secretarial experience with three years at or above the level of Administrative Secretary.
- Working knowledge of ADTRAV, SAP and AVM, or similar expense processing system
- 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.
- Demonstrated experience dealing with sensitive and confidential material.
- 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
- Experience in interacting effectively with all levels of internal staff and external professionals.
- Demonstrated ability to plan, prioritize and anticipate the informational needs the Assistant Director.
- 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.
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
The Port Authority of New York and New Jersey offers a competitive benefits package, hybrid work options for many positions, and a professional environment that supports development and recognizes achievement.
Click here for more information about benefits, our culture, and career development opportunities.
How To Apply
Interested candidates should apply to this job by clicking on the "Apply Now" button and submitting a resume. The Port Authority of NY & NJ welcomes veteran and military spouse applications.
Only applicants under consideration will be contacted.
About The Port Authority
Founded in 1921, the Port Authority of New York and New Jersey builds, operates, and maintains many of the most important transportation and trade infrastructure assets in the country. The agency's network of aviation, ground, rail, and seaport facilities is among the busiest in the country, supports more than 550,000 regional jobs, and generates more than twenty three billion in annual wages and eighty billion in annual economic activity. The Port Authority also owns and manages the 16-acre World Trade Center site, where the 1,776-foot-tall One World Trade Center is now the tallest skyscraper in the Western Hemisphere.
Equal Opportunity Employer
The Port Authority of New York & New Jersey/Port Authority Trans-Hudson (PATH) is an Equal Opportunity Employer.
