Mayor's Advance Coordinator

Brief Job Description (essential functions of the job):

Under the direction of the Director of Scheduling and Advance, the Mayor’s Advance Coordinator supports the Mayor of Boston by coordinating logistics for the Mayor’s daily events and appearances. This includes, but is not limited to, communicating between multiple internal and external contacts to prepare for the Mayor’s participation in events, conducting site visits, and compiling briefing materials for the Mayor, providing staff support to the Mayor at events and facilitating his movement from arrival through departure, and assisting with special projects as needed.

The Advance Coordinator frequently interacts with administration officials, high-level executives, members of the press, and the public. The position may have exceptional opportunities for growth and offers high level of on the job experience for the right individual.

• Plans and ensures smooth execution of the arrival, role, departure of the Mayor of Boston and provides staff support at various events.  
• Anticipates problematic scenarios with information collected in advance to avoid complications.
• Performs customer services functions including answering phone calls, directing calls, and answering emails and other inquiries.
• Assists with creating briefing materials for meetings and events, including coordinating with multiple departments, for the Mayor of Boston.
• Assists the Director of Scheduling and Advance with special projects, including those related to the Mayor’s Office, events and schedule.
• Represents the Mayor of Boston and the Office of the Mayor in a professional manner at all times.
• Responds promptly and courteously to all inquiries.
• Supports the day-to-day operations and activities of the Mayor’s Office.
• Performs related work as assigned/required.

• At least two (2) years of fulltime, or equivalent, part-time administrative experience.
• A bachelor's degree (or equivalent experience) is preferred and may be substituted for two (2) years of the required experience.
• Experience with Google suite is preferred.
• Strong interpersonal skills and a willingness to work as part of a team.
• Strong oral and written communication skills.

 Ability to:

• Multitask, establish priorities and meet deadlines.
• Think strategically and proactively.
• Flexibility in planning.
• Demonstrate strong organizational skills and attention to detail.
• Exercise confidentiality and discretion with highly sensitive information and demonstrate sound judgment.
• Represent the Mayor of Boston and the City of Boston on a variety of difficult, complex and sensitive issues.
• Build relationships with internal and external partners.
• Operate flexibly and work long hours including some weekends.
• Work under pressure and in high stress situations.
• Exercise good judgment and focus on detail as required by the job.
• Make strategic decisions as required by the job.

Boston Residency Required.

Terms:

Union/Salary Plan/Grade:   Nonunion/MO-4

Hours per week:   35