Job Description

We are seeking a highly organized, professional, and detail-oriented Executive Assistant II to provide essential administrative and compliance support to the leadership within the Contract Services Unit of a major transportation and rail transit system. The successful candidate will be responsible for managing complex documentation workflows, ensuring regulatory compliance for contracts, and coordinating critical information between project managers, external consultants, and internal departments. This role requires exceptional proficiency in data management applications and a proactive approach to maintaining administrative efficiency.

Key Responsibilities

Executive and Contract Services Support

• Contract and Document Management: Review contract packages for completeness, proactively research and obtain missing information, and prepare administrative correspondence such as award letters and other related documents.
• Administrative Coordination: Coordinate with Agreement Project Managers and Task Leads to ensure all contract-related workflow items are completed accurately and on time, meeting all contractual obligations and unit standards.
• Communication and Follow-up: Serve as a key point of contact, following up via email and phone with internal staff and external consultant firms to ensure the timely submission of required paperwork and documentation.
• Filing and Records Maintenance: Maintain organized electronic file folders in SharePoint, Access, and Excel , and manage the electronic filing of all appropriate paperwork.
• Audit and Tracking: Perform routine audits of contract documentation and develop new tracking spreadsheets as needed to ensure clear visibility and enhance administrative efficiency.

Compliance and Documentation Management

• Compliance Review: Review vendor documentation, including insurance certificates (COI) and data on MWBE (Minority/Women-owned Business Enterprise) participation, to ensure full regulatory compliance.
• Audit Preparation: Organize and prepare comprehensive electronic file folders for internal and external audits, including organizing a large volume of supporting emails and documents.
• Drafting Documents: Draft preliminary contract documents for review and final approval by the Manager of Contract Services or a duly authorized representative.

Information System Management and Reporting

• Platform Utilization: Run reports and update records within various proprietary platforms (e.g., B2G system, Contracts Database).
• Insurance Processing: Submit insurance requests through the Risk Hub, review COIs, and coordinate with internal Risk Analysis staff and external vendors to swiftly resolve any open issues.
• Financial Data Retrieval: Retrieve and review critical information from systems like AVM/SAP for audit support and general reporting purposes.
• Reporting: Generate and present accurate monthly and/or quarterly reports from various applications, including the Contracts Database, with the ability to interpret and communicate key data points to management.

Qualifications

• Experience: A minimum of four (4) years of relevant professional experience supporting executive or managerial staff, ideally within a contract administration, compliance, or project management environment.
• Technical Expertise: Expertise with desktop applications, especially the Microsoft 365 Office Suite ( SharePoint, Access, Teams, Word, Excel, Outlook ), and Adobe.
• Organization: Exceptional organizational skills with proven experience managing complex documentation and high-volume workloads.
• Independence and Quality Control: Must be able to work independently , manage and prioritize multiple assignments effectively, and rigorously quality control own work for accuracy .
• Professionalism: Demonstrated ability to work well under pressure and maintain a highly professional demeanor at all times.

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