Administrative Assistant Position Available In New York, New York

Administrative Assistant

Job ID:

12096

Business Unit:

MABSTOA

Location:

New York, NY, United States

Regular/Temporary:

Regular

Department:

NYC Transit Authority

Date Posted:

Jun 17, 2025

Description Job Information Title:

Administrative Assistant Department:

Office of the

Chief Administrative Officer Open Date:

06/16/2025

Close Date:

06/23/2025

Authority:

OA Location:

2 Broadway, New York, NY 10004

Reports To:

Chief Administrative Officer Compensation:

Salary Range:

$61,565 – $78,414 (Represented by TWU) New Hire rate: $53,532 Summary The Administrative Assistant to the Chief Administrative Officer (CAO) of New York City Transit (NYCT) provides high-level administrative and organizational support in a fast-paced, professional environment. The ideal candidate is a proactive problem-solver with strong communication skills, exceptional attention to detail, and the ability to handle confidential information with discretion. This role is critical to the smooth functioning of the Office of the CAO and involves frequent interaction with internal departments, senior leadership, and external stakeholders. Responsibilities may include but are not limited to: Provide daily administrative support to the CAO, including managing calendars, scheduling meetings, organizing travel, and preparing meeting materials.
Screen and route calls, emails, and correspondence; respond to inquiries or redirect as appropriate.
Assist in compiling, organizing, and summarizing data for use in reports and presentations.
Prepare, proofread, and format memos, reports, presentations, and other business documents.
Maintain and update performance tracking spreadsheets and dashboards across administrative functions.
Coordinate logistics for executive meetings, briefings, and events—both internal and external.
Track deadlines, follow up on action items, and ensure timely execution of assignments.
Assist with the planning and coordination of departmental initiatives and strategic priorities.
Maintain filing systems, records, and databases with accuracy and confidentiality.
Liaise across NYCT and MTA departments to support cross-functional coordination.
Ensure the CAO is well-prepared and briefed for meetings, presentations, and other engagements.
Process expense reports, requisitions, and other administrative documentation in compliance with MTA procedures.

Education/ Experience:

A baccalaureate degree from an accredited college or university; or
An associate degree from an accredited college or completion of two (2) years of study (60 credits) at an accredited college and two (2) years of satisfactory, full-time clerical experience, at least one (1) year of which shall have been in a supervisory or administrative capacity; or
High school diploma or its education equivalent or U.S. Armed Forces GED certificate with a score of at least 35 on each of the five tests and an overall score of at least 225 in the examination for the diploma or certificate and four (4) years of satisfactory, full-time clerical experience, at least one (1) year of which shall have been in a supervisory or, administrative capacity; or
A satisfactory equivalent combination of education and experience. However, all candidates other than those possessing a baccalaureate degree must possess the one year supervisory clerical or, administrative experience as described in subdivision “2”. Qualifications Bachelor’s degree, demonstrated, directly related experience/education may be considered subject to approval
Must possess a minimum of five years directly related administrative experience for a senior executive in a complex work environment, preferably in the public sector.
Must possess a high level of professionalism, strong communication, organization, and administrative skills.
Must have a strong work ethic with an appropriate degree of professional integrity and credibility with ability to maintain confidential corporate issues
Must have strong office administration and advanced secretarial experience including strong working knowledge of office computer applications (i.e., Word, Excel, PowerPoint, Access, Cassie. Outlook, and all Microsoft Suite application and PeopleSoft)
Must have strong letter writing experience with demonstrated grasp of appropriate English grammar, spelling, etc.
Must have the ability to effectively work with all employee levels and further develop strong working relationships to achieve goals.
Must be able to perform effectively under pressure and during crisis situations. Other Information As an employee of MTA-NYC Transit, you may be required to complete an annual financial disclosure statement with the State of New York, if your position earns more than $105,472 (this figure is subject to change) per year or of the position is a designated policy maker. Equal Employment Opportunity MTA and its subsidiary and affiliated agencies are Equal Opportunity Employers, including with respect to veteran status and individuals with disabilities. The MTA encourages qualified applicants from diverse backgrounds, experiences, and abilities, including military service members, to .