Executive Secretary

About the Role

Major Capital Projects has overall responsibility for the design and construction delivery of the new Midtown Bus Terminal, the construction management of the core and shell of the new Hudson Tunnels for the Gateway Development Commission, planning for the Cross Harbor Freight Program, and other projects assigned to it.

Responsibilities

Reporting to the Directors of Construction and Technical Operations, the Executive Secretary will be responsible for a diverse range of confidential administrative and secretarial duties including, but not limited to: 

• Manage and update the Director’s calendar using Outlook, ensuring seamless scheduling and coordination.
• Screen, refer, and handle internal and external inquiries with professionalism and discretion.
• Review and edit correspondence, reports, and documents requiring the Director’s signature.
• Coordinate business travel arrangements, including processing trip authorizations, registrations, and expense accounts using SAP.
• Prepare authorization forms, memos, and other business documents as required.
• Perform timekeeping and petty cash functions.
• Process invoices and service entries using SAP and AVM to ensure accurate and timely payments.
• Perform special assignments as required.

Minimum Qualifications

• Applicants must currently have five years full-time paid secretarial experience with three years at or above the level of Administrative Secretary.
• Superior interpersonal skills including experience interacting effectively with all levels of internal staff and external professionals.
• Applicants must meet all performance and attendance standards and have completed all probationary periods.
• Proficiency with Microsoft applications: Outlook, Word, Excel, and PowerPoint
• Extensive knowledge of Port Authority organizational structure, policies and procedures.
• Demonstrated experience dealing with sensitive and confidential material.
• Use discretion, confidentiality, and good judgement to handle unforeseen matters.
• Working knowledge of ADTRAV, SAP and AVM.

Desired Qualifications

• Thorough knowledge of Peoplesoft and PA administrative and timekeeping policies and procedures.
• Experience in interacting effectively with all levels of internal staff and external professionals.
• Self-starter with demonstrated ability to initiate activities and projects with little or no supervision.
• Excellent oral and written communication skills.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong telephone rapport and etiquette.
• Demonstrated ability to take initiative, work independently and use good judgment.

Selection Process

The application process varies by position, but typically includes an initial phone interview for qualified candidates, followed by a more in-depth interview(s) and/or assessment(s). Selected candidates who are made a conditional job offer will be asked to undergo a background check.

Compensation & Benefits

The Port Authority of New York and New Jersey offers a competitive benefits package, hybrid work options for many positions, and a professional environment that supports development and recognizes achievement.

Click here for more information about benefits, our culture, and career development opportunities.