Sr Administrative Asst (E) - 90383396 - New York

Your success is a train ride away!

As we move America’s workforce toward the future, Amtrak connects businesses and communities across the country. We employ more than 20,000 diverse, energetic professionals in a variety of career fields throughout the United States. The safety of our passengers, our employees, the public and our operating environment is our priority, and the success of our railroad is due to our employees.

 

Are you ready to join our team?

Our values of ‘Do the Right Thing, Excel Together and Put Customers First’ are at the heart of what matters most to us, and our Core Capabilities, ‘Building Trust, Accountability, Effective Communication, Customer Focus, and Proactive Safety & Security’ are what every employee needs to know and do to be most impactful at Amtrak. By living the Amtrak values, focusing on our capabilities, and actively embracing and fostering diverse ideas, backgrounds, and perspectives, together we will honor our past and make Amtrak a company of the future.

 

SUMMARY OF DUTIES:
Provides administrative, secretarial and program support to executive and senior level management to ensure efficient, effective, and professional day-to-day operation of the office for the Hudson Tunnel Program. Individual in this role shall have experience in business administration, operations management, procurement, record-keeping, executive scheduling, and analytics. An interest or background in capital construction programs, finance, and or public administration is preferred.

 

ESSENTIAL FUNCTIONS:
· Supports scheduling, organizing, and prioritizing of senior and executive-level meetings. 
· Composes, edits and assists in preparation and tracking of correspondence, including high volume, seasonal mailings; 
· Makes arrangements for meetings on site, including reserving conference rooms. Arranges and coordinates meetings off site with various internal and external partners and stakeholders; 
· Prepares presentation materials using PowerPoint; 
· Compiles and photocopies large reports; 
· Procures office equipment and supplies, while adhering to budgetary guidelines, and arranges office moves; 
· Coordinates travel arrangements, including the procurement of train and air tickets; 
· Sorts and distributes mail. Arranges FedEx and other courier service requests, including completion of the required forms; 
· Screens the department’s incoming calls. 
· Maintains the department’s chronological correspondence file and filing system by subject matter. 
· Must manage time effectively in order to handle multiple tasks quickly and accurately. 
· Must effectively create and use written material, and be at ease working with senior staff members. 
· Serve as an effective member of the department administrative team.

 

MINIMUM QUALIFICATIONS:
Successful applicant must have the following skills: 
· High degree of integrity and the ability to follow internal control procedures; 
· Some knowledge of business and a good command of the English language; 
· Knowledge of secretarial, office administrative procedures, and ability to operate standard office equipment, at a level generally acquired through 5+ years related work experience; 
· Ability to handle multiple tasks at one time; 
· Ability to successfully use Microsoft Office software, including Excel and Word and a high degree of proficiency with PowerPoint; 
· High level of interpersonal skills to handle sensitive and confidential situations; 
· Quantitative and analytical ability in order to: gather and summarize data for reports. 
· Attention to detail in typing and proofing materials, establishing priorities, and meeting deadlines; 
· Ability to serve as a member of a team with the department staff in a collaborative effort to achieve the department goals.

 

PREFERRED QUALIFICATIONS:
· College degree or secretarial/business school degree. 
· Familiarity with Amtrak administrative policies, procedures and systems. 
· Interest or background in capital construction programs, finance, and or public administration.

 

WORK ENVIRONMENT:
Physical Demands: 
· Constantly or frequently uses a computer keyboard, monitor, and mouse to perform a variety of tasks. 
· Constantly or frequently sits, stands, or walks; may lift, carry, push, or pull objects of various weights; may reach, kneel, crouch, bend, or twist in order to in order to perform administrative tasks (e.g., filing, retrieving materials from desks and bookcases, moving around an office setting). 
Mental Demands: 
· Constantly communicates, comprehends, and responds to verbal statements and instructions both orally and in writing. 
· Frequentl