Administrative Assistant

Description of Services: • 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: o Sending invitations, notifications o Responding to questions and following up on comments o Scheduling rooms/space o Ordering food and supplies o Making copies of training/event materials o 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