Executive Assistant

Trailways of New York has an immediate opening for a Full-Time Executive Assistant to the Vice President of Operations and Safety to join our team at our corporate office in Hurley, NY.

This position provides high-level administrative and organizational support to the Vice President of Operations and Safety, with additional responsibilities involving operations, safety, regulatory compliance, record keeping, and special projects. The successful candidate will be highly organized, detail-oriented, able to maintain confidentiality, and able to manage multiple priorities in a fast-paced transportation environment.

The ideal candidate is flexible and adaptable, possesses a strong work ethic, works well under pressure, and is comfortable taking initiative and completing assignments with minimal supervision. The position requires someone who can exercise sound judgment and serve as a reliable point of contact for a wide variety of operational, administrative, and compliance-related matters.

Who are you?

A person who:

• Has strong administrative and organizational skills and is proficient with Microsoft Word, Excel, Outlook, and other Microsoft Office applications
• Stays up to date on emerging technologies and software
• Has excellent written and verbal communication skills
• Is highly organized, detail-oriented, and able to manage multiple priorities and deadlines
• Has excellent proofreading, spelling, and grammar skills
• Is comfortable working with confidential and sensitive information
• Is able to work independently, exercise good judgment, and follow through on assignments
• Is professional, dependable, flexible, and comfortable working in a fast-paced environment
• Has an interest in transportation operations, safety, regulatory compliance, and administrative processes
• Is willing to learn applicable federal and state transportation regulations, company policies, and compliance requirements
• Prior experience in transportation, safety, compliance, human resources, legal, or a similar administrative environment is a plus

Responsibilities include:

• Providing administrative and executive support to the Vice President of Operations and Safety
• Coordinating calendars, meetings, appointments, correspondence, and travel arrangements as needed
• Preparing, formatting, proofreading, and maintaining correspondence, reports, presentations, forms, and other documents
• Maintaining organized files and records, including confidential operational, safety, and compliance-related documentation
• Assisting with regulatory and compliance matters, including tracking deadlines, maintaining required records, preparing documentation, and following up on outstanding items
• Assisting with DOT, FMCSA, NYSDOT, FTA, and other applicable regulatory and safety-related requirements, as directed
• Assisting with safety and compliance audits, reviews, inspections, and requests for information
• Maintaining calendars, logs, tracking spreadsheets, and other administrative systems
• Assisting with the preparation and organization of materials for meetings, audits, inspections, investigations, and regulatory submissions
• Monitoring and following up on assigned operational and compliance matters to ensure timely completion
• Assisting with the collection, organization, and review of information and documentation from various Company departments
• Drafting and responding to routine correspondence and communications on behalf of the VP of Operations and Safety, as appropriate
• Coordinating communications between the VP of Operations and Safety and Company personnel, managers, vendors, regulators, and other outside parties
• Assisting with special projects and research involving operations, safety, compliance, and Company policies
• Maintaining confidentiality concerning employee, Company, operational, safety, and other sensitive information
• Performing other administrative and compliance-related duties as assigned

What’s in it for you?

• Paid vacation
• Paid holidays
• 401(k) with company match
• Medical, dental, and vision insurance
• Opportunity to work closely with senior management and gain experience in transportation operations, safety, and regulatory compliance

If this challenging and rewarding position seems right for you, apply today!

Trailways of New York is an equal opportunity and affirmative action employer. Women, minorities, veterans, and individuals with disabilities are strongly encouraged to apply.

Pay: $60,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Ability to Commute:

• Hurley, NY 12443 (Required)

Work Location: In person

Salary : $60,000 - $65,000