The Executive Assistant to the Chief of Staff (COS) & Deputy Chief of Staff (DCOS) will support the Mayor's Office by managing administrative responsibilities related to the Chief of Staff and the 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 COS and the DCOS, Mayor’s Office event planning and execution, and assisting on special projects as needed. The position frequently acts as liaison to administration officials, high level internal and external stakeholders, and Boston residents. This is a high end support role and will function as a critical member within the Executive Team in the Mayor’s Office.

Under the direction of the COS and DCOS in the Mayor's Office, the Executive Assistant provides scheduling and administrative support to the COS and the DCOS, builds strong intradepartmental partnerships on their behalf, and ensures they have all that is needed to drive the Mayor’s priorities. This position will also provide backup support in the absence of the Director of Operations.

• Manage the COS’s and the DCOS's calendar and appointments, including the planning and coordination of all details related to meetings and events.
• Facilitate virtual and/or physical set up logistics for meetings led by the COS and/or the DCOS.
• Schedule key Mayor's Office meetings on behalf of COS and DCOS, such as cross-Cabinet and/or cross-Departmental meetings around specific or urgent issues.
• Coordinate meetings, conference rooms, and agendas while overseeing all technical components (i.e. Google Meet, Zoom) are properly set up and operational.
• Assist in the planning and execution of major events (such as Cabinet retreats) involving the COS and the DCOS, as well as other Mayor’s Cabinet and/or Office staff.
• Prepare team meeting agendas and transcribes minutes from meetings.
• Create and maintain systems to manage the COS's and the DCOS's calendar, ensuring preparedness for meetings.
• Makes travel and guests arrangements for the COS and the DCOS.
• Performs customer service functions including answering phone calls, directing calls, and answering emails and other inquiries with a respectful and helpful attitude.
• Serve as back up to major operational duties such as payroll, HR, and purchasing in the absence of the Director of Operations.
• 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.

• At least four (4) 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 Office and 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. PeopleSoft and BAIS HCM are strongly preferred.
• Strong customer service skills.
• Strong time management skills to handle multiple tasks according to stated time lines in a busy office.
• Think strategically and proactively in order to plan for the long term.
• Demonstrates strong organizational skills and attention to detail.
• Exercise confidentiality and discretion with highly sensitive information and demonstrate sound judgment.
• Represent the COS and DCOS on a variety of complex and sensitive issues.
• Build relationships with internal and external partners.
• Operate flexibly and occasionally work extended hours, including evenings and weekends as needed.
• Ability to work well under pressure and in high-stress situations.
• Boston residency required.

Boston Residency Required.

Terms:

Union/SalaryPlan/Grade: MM2-8

Hours per week: 35