MBTA · 1 day ago
Administrative Assistant
Boston, MA
Full-time
Onsite
Entry Level
2+ years expMBTA is committed to providing a best-in-class transit system and is seeking an Administrative Assistant to support the Bus and Rail Training Schools. The role involves providing administrative support, scheduling and coordinating training events, and managing correspondence and logistics for training sessions.
AutomotiveLogisticsPublic TransportationTransportationTravel
No H1B
Responsibilities
Provide general administrative and clerical support to the Operations Training Department, including answering phones, managing correspondence, and maintaining electronic and paper files
Schedule and coordinate meetings, training sessions, and department activities
Prepare agendas, meeting minutes, and follow-up action items
Assist with onboarding documentation for new hires in operations training programs
Coordinate logistics for training sessions
Assist with data entry and compiling reports on training activities, completion rates, and compliance metrics
Initiate and process procurement requests, including submitting requisitions, creating receipts in the procurement system, tracking order status, and ensuring timely resolution of purchases
Maintain inventory of training supplies, materials, and equipment; reorder as needed to support ongoing programs
Coordinate maintenance and repair requests for training facilities, classrooms, and training equipment
Acting as a point of contact for participants and trainers, addressing inquiries and providing support
Drive a company or personal vehicle to visit work sites, transport training materials, and assist at emergencies and/or events as needed
Coordinate with other departments to ensure inquiries are responded to in a timely manner
Follow established departmental administrative procedures
Input and monitor the department’s weekly payroll authorization
Flag and fix payroll issues
Use a company-issued computer to prepare correspondence and respond to e-mails. Ensure the smooth and timely flow of correspondence and reports
Respond to inquiries as needed in a courteous and professional manner
Adhere to the rules, regulations, collective bargaining agreements (if applicable), and policies of the Authority, including the EEO, Anti-Discrimination, Anti-Harassment, and Anti-Retaliation policies
Be available to check and respond to emails outside of scheduled working hours
Maintain constant communication with the DPU, RMV, and State Police Dept. for scheduling licensing and testing, license and DPU issues
Perform related duties and projects as assigned
Qualification
Required
Two (2) to four (4) years of experience in office management or coordination; effective analytical, organizational, multi-tasking, and confidentiality skills
The ability to use Microsoft Office Suite, including Word, Share Point, Excel, Teams, and PowerPoint applications
The ability to pass: the MBTA's Microsoft Office Professional test for Word and Excel; background screenings; and the MBTA's medical requirements, including a physical examination and drug and alcohol screening
Strong organizational skills with attention to detail
Effectively communicate with customers, employees, vendors, contractors, and state and federal agencies; have excellent customer service, conflict resolution, negotiation, communication, speaking, and writing skills
A valid driver's license
Ability to provide internal and external customers with a courteous and professional experience
Ability to maintain and protect personal and confidential information
Ability to work with a diverse workforce
Successful applicants must possess the English language skills required to comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc
A high school diploma or equivalent (G.E.D.) from an accredited institution
Preferred
A bachelor's degree in business administration or a related field
Familiarity with procurement and facility maintenance processes
Prior experience coordinating training school schedules
Prior experience in the transit-related area
Benefits
Accrued paid sick leave
Monthly transportation pass
Company
MBTA
The Massachusetts Bay Transportation Authority, often referred to as the MBTA or simply The T, is the public operator of most bus, subway, commuter rail and ferry systems in the greater Boston, Massachusetts, area.
5001-10000 employees
Funding
Current Stage
Late StageLeadership Team
Barbara Bates
Deputy CFO Capital
Mary Ann O'Hara, CPA
Chief Financial Officer
Recent News
Boston Herald
2026-01-03
2025-12-30
Boston Herald
2025-12-02
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