City of Boston

Executive Assistant - Budget

Posted Date 2 months ago(7/25/2022 9:03 AM)
Req ID
2022-22007
Dept
ASD Office of Budget Mangmnt
Position
Regular Full-Time
Location
ASD-Budget Management
Salary Min
62,271.58
Salary Max
93,250.56
Union
SE1
Openings
1
Posting End Date
10/8/2022
Contact Email
budgetjobpostingapprovals@cityofboston.gov

Overview:

Brief Job Description: 

 

Under administrative direction, coordinates activities and procedures related to the Office of Budget Management. Provides ongoing support to the Budget Director or his/her designee. Responsible for all administrative functions of the Budget Director including but not limited to drafting memoranda, scheduling, developing and maintaining a comprehensive filing system, periodic project status reports, and additional presentations, reports and analysis at the direction of the Budget Director.

Responsibilities:

  • The Executive Assistant works as an integral member of the Office of Budget Manager (OBM) to support the advancement of organizational and departmental goals.
  • Provide administrative support to the Budget Director or his/her designee as assigned including, but not limited to, activities related to the OBM department.
  • Proactively manage the calendar for the Director and Deputy Directors.
  • Manage expectations and deliverables (e.g. due dates, prep meetings, information needed, etc.), and understand business priorities and challenges.
  • Coordinate comprehensive budget scheduling across the organization with efficiency and detail; communicating clearly to explain conflicts and need to re-prioritize.
  • Leverage collaboration technology for meeting arrangements and be able to quickly troubleshoot common technical challenges independently. 
  • Coordinate annual calendar for meetings. Prepare and distribute materials for meetings and mailings.
  • Manage high level administrative operations for the OBM department.
  • Play a lead role in the planning and execution of senior level meetings, task forces, and related OBM initiatives.
  • Act as point of contact for the Budget department by communicating with the Director(s) to gather/convey relevant information.
  • Maintain filing systems.
  • Work with appropriate staff in determining and delivering pre-meeting briefings and supporting documentation.
  • Manage incoming email requests for meeting and coordinate direct communications as needed, based on judgment and discretion, and resolve requests in a timely manner.
  • Assist in the development and coordination of special project timelines. Track and maintain project timelines, data and activities.
  • All other duties as assigned by the Director(s).
  • Performs related duties as required.

Minimum Entrance Qualifications:

  • Minimum of 3-5 years of progressively responsible experience in a professional setting with experience in providing administrative support, executive assistants/support, office management, and finance/budget management. BA in Business Administration may be substituted for two years of required experience.
  • The successful incumbent must demonstrate excellence in managing multiple priorities with strong organizational skills and attention to detail while setting priorities among many competing tasks and projects.
  • Must be customer-oriented and demonstrate ability to work well with all levels of internal management and staff, outside clients and vendors.
  • Proficient in Microsoft Office (Word, Excel, and PowerPoint) and Google Suites (calendar, sheets, docs, slides, etc.).
  • Must exercise judgment and discretion in maintaining and safeguarding the confidentiality of sensitive information. 
  • Time management and ability to meet deadlines.
  • Must be professional, mature, and have excellent written and verbal communication skills, strong multi-tasking, organizational and time management skills, customer service focused and comfort interfacing with a diverse community.
  • Strong organizational skills and ability to multitask.
  • Problem-solving and decision making.
  • Strong Interpersonal skills.
  • Demonstrated ability to use discretion and manage sensitive and confidential information.
  • Ability to exercise good judgement and focus on detail as required by the job. 

 

 

Boston residency required.

 

Terms:

Union/SalaryPlan/Grade: MM1-6

Hours per week: 35

 

 

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