Brief Job Description:

Under the direction of the Chief of Community Engagement, the Chief’s Executive Assistant supports the Chief of Community Engagement by ensuring that the Chief’s time is utilized efficiently and effectively. This includes but is not limited to, fielding and vetting incoming scheduling requests, recommending requests to accept, decline, or delegate, coordinating with internal and external contacts to schedule the Chief, preparing the Chief for scheduled events with appropriate staff and materials, and communicating aspects of the Chief’s schedule to relevant City of Boston departments. The Receptionist and Scheduler frequently interact with administration officials, high-level executives, and the public. The position may have exceptional opportunities for growth and offers a high level of on-the-job experience for the right individual. The role will also be responsible for greeting visitors at the main desk and fielding telephone calls from constituents who call the office’s mainline.

• This role will include frequent communication and interaction with Cabinet-level officials, senior-level personnel, and external stakeholders.
• Draft emails, memos, and other communication as needed.
• Foster a welcoming environment and provide exemplary customer service for visitors, employees, and senior management.
• Process and coordinate expense reporting.
• Exercise considerable judgment and discretion in handling requests for appointments and telephone calls, routing them to others, or dealing with them on their own initiative when appropriate.
• Schedule and prepare agenda for regular meetings.
• Coordinate and organize meetings, events, and travel plans.
• Review and prioritize disbursements of interoffice documentation, reports, and more.
• Receive and respond to letters, emails, and memos.
• Answer telephone calls, take messages, respond to questions, and direct callers to appropriate parties as necessary.
• Type all correspondence, i.e., memoranda, letters, etc.
• Oversee intake of scheduling inquiries; monitor inbox, log paper invitations and verbal requests, acknowledges receipt of requests and enter all necessary information into the tracking system.
• Compile and distribute a daily list of all newly logged scheduling requests. 
• Schedule the Chief’s meetings, events, and appearances and arrange necessary staff representation.
• Perform customer service functions, including answering phone calls, directing calls, and answering emails and other inquiries.
• Assist with creating briefing materials for meetings and events, including coordinating with multiple departments.
• Greet people who arrive at the office and have appointments.
• Support the day-to-day operations and activities of the Community Engagement Cabinet and perform related work as assigned/required.
• Represent the Chief of Community Engagement and the Office of Neighborhood Services in a courteous, professional manner at all times.
• Perform related duties as required.

• At least two (2) years of administrative experience or experience in office management is required. Four (4) years + Executive Assistant experience or experience in office management preferred.
• A Bachelor's or higher degree with a major in business administration, business management of Pubic administration may be substituted for a maximum of two (2) years of the required experience.
• Proficiency in Microsoft Office tools, (including Outlook, Word, Excel, &PowerPoint), Google Suite, and Zoom is required.
• Demonstrated ability to effectively multitask and meet deadlines.
• Ability to support tasks of moderate complexity, which require discretion and independent judgment.
• Highly organized work style with excellent interpersonal skills.
• 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.
• Demonstrate strong organizational skills and attention to detail.
• Exercise confidentiality and discretion with highly sensitive information and demonstrate sound judgment.
• Build relationships with internal and external partners.
• Work under pressure and in high-stress situations.
• Make strategic decisions as required by the job.
• Ability to exercise good judgment and focus on detail as required by the job.

BOSTON RESIDENCY REQUIRED

Terms:

Union/Salary Plan/Grade: Non-Union/MM2-6

Hours per week: 35