Job Description

Job Description

Job Description

Job Description:

• 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.
• 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
• 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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