Executive Assistant - 90070438 - Wilmington

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.
This position can be located in Wilmington, D.C., Philadelphia or New York
SUMMARY OF DUTIES:
Provides administrative and secretarial support to senior level management to ensure efficient, effective, and professional day-to-day operation of the office in respective division/department.
ESSENTIAL FUNCTIONS:

• Composes, edits, and assists in preparation and tracking of correspondence.
• Reviews and progresses document submissions, including personnel transactions, ensuring continual attention to detail and meeting deadlines.
• Gathers and summarizes data for reports and prepares presentations, spreadsheets, graphs and charts.
• Maintains records of all expenses incurred by office and processes expense reports, payment requests, purchase orders, etc. in accordance with policies and procedures.
• Coordinates travel and meeting arrangements in accordance with applicable policies and procedures.
• Sorts and distributes mail; meets visitors and screens incoming calls and provides assistance as appropriate; establishes and maintains filing system.
• Coordinates and/or assists with various programs including service awards and other initiatives.
• Procures office equipment and supplies while adhering to budgetary guidelines.
• Acts as liaison with other departments and outside agencies, including high-level staff.
• Communicates administrative procedures and requirements; finds solutions to various administrative problems.
• Handles confidential and non-routine information and explains Amtrak policies and procedures when necessary.
• Operations logistics and materials.
• Provide notary services

MINIMUM QUALIFICATIONS:

• High school diploma.
• Demonstrated office administrative/secretarial experience.
• Demonstrated experience and proficiency with Microsoft Office for word processing, spreadsheets and presentations

MIMINUM KSA (Knowledge, Skills, and Abilities):

• High level of interpersonal skills skills
• Solid organizational and time management skills.
• General knowledge of office administrative procedures, use and operation of standard office equipment.
• Ability to work independently and to effectively work as a member of a team.
• Ability to maintain confidentiality/discretion and to handle sensitive situations.
• Good verbal and written communication skills.
• Attention to detail in composing, typing and proofing materials and in establishing priorities and meeting deadlines.
• Some analytical ability in order to gather and summarize data for reports.
• Maintain schedules and calendars of multiple managers
• Organize and facilitate organizational and departmental events

PREFERRED QUALIFICATIONS:

• 3 or more years of experience preferred.
• College degree or secretarial/business school degree.
• Familiarity with Amtrak administrative policies, procedures, and systems.

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.
• Frequently acquires new knowledge, skills, and tasks, both complex and simple, in order to maintain effectiveness in position.
• Frequently resolves problems with conflicting priorities in cognitively demanding situations.
• Frequently reads and analyzes hard copy and or computer screen material and writes reports as appropriate.
• Conducts in person and/or telephone dialogues as appropriate in order to manage and conduct the flow of work.

Working Conditions:

• Constantly works in a fast-paced, time sensitive environment with frequently changing priorities.
• Frequently handles multiple projects simultaneously.
• May occasionally travel throughout and outside the region as required (e.g., via airplane, train, automobile).

COMMUNICATIONS AND INTERPERSONAL SKILLS:
Must have excellent oral and written communication skills.
The salary/hourly range is $74,000 - $107,600. Pay is based on several factors including but not limited to education, work experience, certifications, etc. Depending on an employee's assigned worksite or location, Amtrak may consider a geo-pay differential to be applied to the employee's base salary. Amtrak may offer additional incentive and pay programs to recognize and reward our employees, including a short-term incentive bonus based upon factors such as individual and company performance that is commensurate with the level of the position and/or long-term incentive plan compensation. In addition to your salary, Amtrak offers a comprehensive benefit package that includes health, dental, and vision plans; health savings accounts; wellness programs; flexible spending accounts; 401K retirement plan with employer match; life insurance; short and long term disability insurance; paid time off; back-up care; adoption assistance; surrogacy assistance; reimbursement of education expenses; Public Service Loan Forgiveness eligibility; Railroad Retirement sickness and retirement benefits; and rail pass privileges. Learn more about our benefits offerings here.
Requisition ID:160370
Posting Location(s):Pennsylvania; Delaware; District of Columbia; New York
Job Family/Function:Administrative Support
Relocation Offered:Yes
Travel Requirements:Up to 25%
You power our progress through your performance.
We want your work at Amtrak to be more than a job. We want your career at Amtrak to be a fulfilling experience where you find challenging work, rewarding opportunities, respect among colleagues, and attractive compensation. Amtrak maintains a culture that values high performance and recognizes individual employee contributions.
Amtrak is committed to a safe workplace free of drugs and alcohol. All Amtrak positions requires a pre-employment background check that includes prior employment verification, a criminal history check and a pre-employment drug screen.
Candidates who test positive for marijuana will be disqualified, regardless of any state or local statute, ordinance, regulation, or other law that legalizes or decriminalizes the use or possession of marijuana, whether for medical, recreational, or other use. Amtrak's pre-employment drug testing program is administered in accordance with DOT regulations and applicable law.
In accordance with DOT regulations (49 CFR § 40.25), Amtrak is required to obtain prior drug and alcohol testing records for applicants/employees intending to perform safety-sensitive duties for covered Department of Transportation positions. If an applicant/employee refuses to provide written consent for Amtrak to obtain these records, the individual will not be permitted to perform safety-sensitive functions.
In accordance with federal law governing security checks of covered individuals for providers of public transportation (Title 6 U.S.C. §1143), Amtrak is required to screen applicants for any permanent or interim disqualifying criminal offenses.
Note that any education requirement listed above may be deemed satisfied if you have an equivalent combination of education, training and experience.
Amtrak is an EOE/Affirmative Action Minority/Female employer, and we welcome all to apply. We consider candidates regardless of race/color, religion, sex (including pregnancy, childbirth and related conditions), national origin/ethnicity, age, disability (intellectual, mental and physical), veteran status, marital status, ancestry, sexual orientation, gender identity and gender expression, genetic information, citizenship or any other personal characteristics protected by law.