Detailed Description of Services:
Responsibilities:
- Serve as an administrative assistant and provide direct support to the Deputy Chief Safety Officer, Chief of Safety Management Systems, and other designated Safety Division staff as needed.
- Assist with finalizing PowerPoint presentations, reports and other materials, making copies/coordinating with printing services, and entering/sending documents for signature via DocuSign.
- Draft agendas, itineraries, and other Safety correspondence and documentation.
- Assist with scheduling internal and external meetings and maintaining the Safety Management departmental calendars for South Station managers.
- Help facilitate the ordering, inventorying, and delivery of supplies, promotional safety materials and equipment. Assist with entering requisitions, receiving, and invoices, as needed.
- Produce and distribute correspondence, meeting minutes, memos, and other communications.
- Support safety training and safety events, including: Sending invitations, notifications, Responding to questions and following up on comments, Scheduling rooms/space, Ordering food and supplies, Making copies of training/event materials, and Staffing events and taking meeting notes.
- Assist with Document Management upgrade/transition/requisitions, including migration to approved report/document templates, file and folder naming conventions, and archiving.
- Serve as the main point of contact for greeting visitors.
- Complete projects and special assignments as requested by directors and senior level staff.
- Support and enhance the administrative needs of senior leadership by helping to carry out the organization’s mission, goals, and objectives.
Core skills include:
- Experience coordinating calendars using Outlook/Teams and scheduling meetings.
- Excellent written and oral communication skills, strong attention to detail, high level of organization, problem solving and planning skills.
- Outlook as well as experience with a variety of software-based systems.
- Advanced level skills in Excel to perform data collection, analysis, trending, and reporting functions.
- Proficiency using Microsoft Word, PowerPoint, Access, and Project Manager
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