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About the Role

The successful candidate will support the Director of the Tunnels, Bridges and Terminals Department and TB&T’s front office functions to ensure the efficient operation of the department. This role involves developing a comprehensive understanding of TB&T's business, coordinating review and editing of materials for the Director, tracking follow-ups, and serving as a central point for information. The candidate will also act as a key business ally for central office and facility staff, performing diverse administrative duties.

Responsibilities

Manage and maintain the Director’s calendar, confirming availability and setting up meetings and events.
Prepare documents and agendas for meetings.
Cover the Director’s phone line, taking messages and providing follow-ups.
Review and edit all correspondence, forms, and documents reviewed and signed off by the Director.
Liaise with the Offices of the Executive Director, Chief Operating Officer, and other key executive and senior staff.
Screen, handle, and refer internal and external inquiries to the appropriate parties.
Read, prioritize, and distribute highly confidential and sensitive mail.
Manage and maintain the Director's filing and follow-up system.
Perform timekeeping functions using PeopleSoft and run necessary reports.
Process invoices and service requests using SAP.
Make travel arrangements and process business trip authorizations and expense reports using SAP.
Provide guidance to staff on various day-to-day matters.
Collaborate with staff across the department to complete tasks and initiatives.
Work extended hours as necessary.

Requirements

Five years of secretarial or administrative assistant experience.
Strong ability to write memoranda, emails, and correspondence.
Strong ability to proofread, verify, and review documents for accuracy, completeness, and conformance with standards, policies, and procedures.
Demonstrated proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), SAP, and PeopleSoft.

Skills

Knowledge of Port Authority organizational structure, policies, and procedures.
Ability to use initiative and independent judgment to strategize and anticipate informational needs.
Excellent organizational and time management skills.
Ability to identify, resolve, and complete high-level, time-sensitive, and confidential matters within deadlines.
Flexibility, initiative, and ability to work independently.
Ability to handle multiple tasks simultaneously with frequent interruptions and changing priorities.
Ability to interact effectively with all levels of internal staff and external professionals.
Ability to present clear information to top management.
Ability to be flexible and multi-task effectively.

Location

4 WTC

Work Type

Hybrid (maximum one day per week remote)

Experience Level

5 years of experience

Salary/Compensations

Minimum: $73,658
Midpoint: $95,742
Maximum: $117,832

Benefits

Competitive benefits package
Professional environment that supports development and recognizes achievement

About the Company

The Port Authority of New York and New Jersey offers a competitive benefits package and a professional environment that supports development and recognizes achievement.