City of Boston

Executive Assistant

Req ID
2023-26167
Dept
OPAT
Position
Regular Full-Time
Location
May Mayors Office
Salary Min
54,886.91
Salary Max
76,219.95
Union
MYO
Openings
1
Posting End Date
6/22/2024
Contact Email
yasmine.raddassi@boston.gov

Overview:

OPAT was established in 2020 to provide a single point of entry for individuals with concerns or complaints related to the Boston Police Department and its officers and sworn personnel to be heard and responded to. OPAT consists of three boards composed of community members appointed by the Mayor to achieve its goals.

Under the general direction of the Executive Director and Chief of Staff, the Executive Assistant provides 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 Executive Assistant will also serve as the point of contact for the three (3) boards at OPAT. The position requires a high level of professionalism, diplomacy, patience, and confidentiality. The successful candidate needs to consistently communicate effectively and clearly, both orally and in writing, and needs to be able to effectively collaborate with colleagues across all areas of the City.

Responsibilities:

  • Communicate and coordinate with internal and external partners on behalf of the Executive Director and Senior Level Staff.
  • Manages the Executive Director’s daily calendar, including the planning and coordination of all details related to meetings and events.
  • Serve as the point of contact to OPAT board members. 
  • Answer and transfer phone calls, screening when necessary.
  • Greet and direct visitors.
  • Respond to and resolve administrative inquiries and questions in a timely manner.
  • Schedule and arrange all monthly board and community meetings.
  • Prepare and distribute materials for all board and community meetings, including public notices, meeting minutes, recordings, and training documents.
  • Assist with the preparation of documents; photocopying and assembling documents.
  • Assist with day-to-day administrative duties including mail receipt and distribution.
  • Maintain office supplies inventory and ensure operation of office equipment.
  • Assist in the intake of complaints made directly to OPAT as needed. This may include, but is not limited to, interviewing the complainant, obtaining all necessary information to open the file, identifying and framing the concerns.
  • Performs related work as required.

Minimum Entrance Qualifications:

  • An Associate’s Degree (or equivalent experience) is preferred and may be substituted for one (1) year of the required experience.
  • Minimum of 5 years (2 of them preferably in a legal setting) of professional experience, preferably as a senior level Executive Assistance.
  • Strong interpersonal skills and a willingness to work as part of a team.
  • Exercise confidentiality and discretion with highly sensitive information and demonstrate sound judgment.
  • Strong organizational skills and attention to detail.
  • Demonstrated interest in social justice policy and working in the public sector.
  • Ability to work under pressure and in high stress situations.
  • Strong constituent services skills.
  • Bilingual preferred (Spanish, Haitian Creole, Cabo Verdean Creole, Chinese, and Vietnamese).
  • Ability to communicate clearly and concisely, both orally and in writing.
  • Able to work in a fast-paced environment.
  • Ability to be resourceful and proactive when issues arise.
  • Strong time-management skills to handle multiple tasks according to stated timelines in a busy office.
  • Experience with Microsoft Office, as well as the Google Suite is preferred.

 

BOSTON RESIDENCY REQUIRED

 

Terms:

Union/Salary Plan/Grade:  MO-6

Hours:   35 per week

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