Executive Assistant II

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

Information System Management and Reporting

Qualifications