Hiring | Executive Assistant to Chief & Deputy Chief of Staff

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Brief Job Description:

The Executive Assistant to the Chief and Deputy Chief of Staff will support the Mayor's Office by managing administrative responsibilities related to the Chief and Deputy Chief of Staff. This includes, but is not limited to, coordinating and facilitating the scheduling of all meetings, managing the overall organization of materials for the Chief and Deputy Chief of Staff, and assisting on special projects as needed. The position frequently acts as liaison to administration officials, high levels internal and external stakeholders, and Boston residents. This is a high end support role being created to function as an Executive level role for the Mayor's Chief of Staff and Deputy Chief of Staff.

Under the direction of the Deputy Chief of Staff and the A&F Director in the Mayor's Office. The Executive Assistant provides scheduling and administrative support to the Chief, Deputy Chief and A&F Director, builds strong intradepartmental systems to empower the Mayor''s Office to move on the department's mission and ensures all staff have the office supports needed to effectively perform their job functions.

Responsibilities:

Manages the Chief and Deputy Chief of Staff's daily calendar; and appointments including the planning and coordination of all details related to meetings and events.
Facilitates virtual/physical set up logistics for meetings headed by the Chief and Deputy Chief of Staff.
Schedules key Mayor's Office meetings (e.g. meetings of collaboration and support among departments around specific issues)
Creates and maintains systems to manage the Chief's and Deputy Chief's calendar and ensures preparedness for meetings.
Prepares team meetings agendas and transcribes minutes from meetings.
will act as back up tp major operational duties such as payroll, HR, events, scheduling in the absence of the primary individuals responsible for these functions
Oversees requests for office supplies for the 5th floor staff.
Acts as back-up Receptionist and Mayor's Executive Assistant.
Coordinates meetings, conference rooms and agendas.
Prepares and edits correspondence, reports, and presentations.
Makes travel and guests arrangements for the Chief and Deputy Chief.
Performs customer service functions including answering phone calls, directing calls, and answering emails and other inquiries with a respectful ans helpful attitude.
Prepares, schedules and facilitates staff exit interviews.
Supports Senior Personnel Manager in handling all back-end HR functions for the department as needed.
Under the guidance of the Deputy Chief of Staff, manages and oversees the recruitment of Fellows, Interns and volunteers through diverse professional networks.
Creates, documents and makes transparent Mayor's Office Human Resources policies, systems and processes to set clear expectations and empower appropriate Mayor's Office staff for timely and efficient delivery of finance tasks (e.g. invoice payments)
Assists in day-to-day administration of the office.
Receives and directs visitors.
Organize files and documents.
Assists senior staff with special projects, as needed.
Responds promptly and courteously to all inquiries
Supports the day-to-day administrative activities of the Mayor's Office.
Performs related duties as required.

Minimum Entrance Qualifications:

At least three (3) years full-time, or equivalent part-time, professional experience preferably as an Executive Assistant.
A bachelor's degree (or equivalent) is preferred and may be substituted for two (2) years of the required experience.
Experience with Microsoft Word, and PowerPoint, as well as the Google suite preferred.
Strong interpersonal skills and a willingness to work as part of a team.
Exceptional verbal and written communication skills and the ability to interact effectively with internal and external stakeholders.
Excellent time management skills, with the ability to multitask and meet critical deadlines while maintaining accuracy and quality.
Ability to take initiative and work independently and as part of a team.
Proficiency in accounting and human resources software and excellent computer skills.
Detail oriented and well-organized.
Strong customer service skills.
Strong time management skills to handle multiple tasks according to stated time lines in a busy office.
Multitasks, establish priorities and meet deadlines.
Think strategically and proactively
Plan long term.
Demonstrates strong organizational skills and attention to detail.
Exercise confidentiality and discretion with highly sensitive information and demonstrate sound judgement.
Represent the Chief and Deputy Chief on a variety of difficult, complex and sensitive issues.
Build relationships with internal and external partners.
Operate flexibility and working long hours.
Work under pressure and in high stress situations.
Ability to exercise good judgement and focus on detail as required by the job.

BOSTON RESIDENCY REQUIRED

Union/Salary Plan/Grade: MM2-8

Hours Per week: 35

The City of Boston is proud to be an Equal Opportunity Employer. We are committed to creating a diverse and inclusive environment. Therefore, qualified applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical or mental disability, genetic information, marital status, sexual orientation, gender identity, gender expression, military and veteran status, or other protected category.

The City of Boston has played a role in causing and perpetuating the inequities in our society. To break down these barriers, we are embedding equity and inclusion into everything we do.

We define

equity

ensuring every community has the resources it needs

to thrive in Boston. This requires the active process of meeting individuals where they are.

Inclusion

engaging every resident

to build a more welcoming and supportive city. We are building a

city for everyone

, where diversity makes us a more empowered collective.

-End-

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