City of Boston

OPAT Executive Assistant

Posted Date 1 month ago(7/2/2021 11:14 AM)
Req ID
2021-20009
Dept
Mayor's Office
Position
Regular Full-Time
Location
May Mayors Office
Salary Min
50,492.62
Salary Max
70,298.13
Union
MYO
Openings
1
Contact Email
Freda.Brasfield@boston.gov

Overview:

Brief Job Description (essential functions of the job):

 

Under the direction of the OPAT (Office of Police Accountability and Transparency) Executive Director, the Executive Assistant provides high-level administrative support organizing, scheduling, coordinating, researching, and compiling information for the department.  The position requires a high level of professionalism, diplomacy, patience, and confidentiality, as well as the ability to handle multiple tasks at once with flexibility and agility.  The successful candidate needs to consistently communities effectively and clearly, both orally and in writing, with all constituencies, and needs to be able to effectively collaborate with colleagues across all areas of the City. The Executive Assistant to the Executive Director must be a trusted partner, maintaining confidentiality and highly sensitive information and always exhibiting the highest levels of integrity.

Responsibilities:

  • Maintains an organized filing system of sensitive and confidential paper and electronic documents.
  • Communicates and coordinates with internal and external partners on behalf of the Executive Director; placing and taking calls.
  • Timely responding to emails interfacing with staff, vendors and partners.
  • Manages the Executive Director's daily calendar, including the planning and coordination of all details related to meetings and events.
  • Support the Executive Director with preparation of sensitive and confidential internal and external communications and reports.
  • Acts as liaison between Executive Director and City of Boston Cabinet Chiefs, senior executives, the media and constituents.
  • Makes travel and guest arrangements for the Executive Director of OPAT.
  • Receives and directs visitors.
  • Assist OPAT Senior Staff with special projects as needed.
  • Performs related work as required.

Minimum Entrance Qualifications:

  • A minimum of five (5) year, 2 of them preferably in a legal setting and familiarity with common legal terminology, or equivalent part-time professional experience preferably as a senior level Executive Assistant.
  • An Associates degree (or equivalent experience) is preferred and may be substituted for two (2) years of the requires experience.
  • Experience with Microsoft Office, as well as the Google Suite preferred.
  • Strong interpersonal skills and a willingness to work as part of a team.
  • Exercise confidentiality and discretion with highly sensitive information and demonstrate sound judgement.
  • Work under pressure and in a high stress situations.
  • Strong customer service skills.
  • Demonstrate strong organizational skills and attention to detail.
  • Bilingual preferred.
  • Strong oral and written communications skills.
  • Strong time-management skills to handle multiple tasks according to stated timelines in a busy office.
  • Ability to think strategically and proactively.
  • Ability to exercise good judgement and focus on detail as required by the job.

 

 

BOSTON RESIDENCY REQUIRED:

 

TERMS:

Union/salary plan/ Grade: Nonunion-MO6

Hours per week: 35

 

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