City of Boston

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Administrative Assistant

Req ID
2025-29708
Dept
Planning Department
Position
Regular Full-Time
Location
Boston City Hall
Union
EXM
Openings
1
Posting End Date
10/3/2025
Contact Email
cassie.cavender@boston.gov

Overview:

Under the direction of the Deputy Director of R.E. Operations and Administration, the Administrative Assistant will ensure the department’s projects are successful by managing finances, policy compliance, office coordination, and reporting. They will collaborate closely with the Operations, Capital Construction, Disposition and Leasing teams, as well as the Finance department, external vendors, and other stakeholders. Position additionally offers opportunities to take ownership of special projects and process improvements.

Responsibilities:

  • Coordinator with Finance and Legal Divisions for Procurement and Acquisition needs, including the preparation and processing of purchase requisitions, purchase orders, requests for services proposals, contracts, amendments, and all other documentation as it relates to successfully executing the procurement function for the Division.
  • Coordinate with Human Resources to manage Real Estate Division staff payroll and timekeeping, initial stages of the interview processes, facilitate the phone screenings, direct the scheduling of interviews, and communicate outcomes to the hiring team when necessary.
  • Coordinate and review all financial aspects of the Real Estate Operations and Administration Teams, including budget and invoice database systems.
  • Provide high-quality customer service and maintain effective working relationships with tenants, vendors, consultants, other Planning Department divisions, and other stakeholders, including callers and visitors to the Real Estate office.
  • Develop and record Standard Operation Procedures for BPDA properties to improve workflow and enhance operational efficiency.
  • Perform other duties as required.

Minimum Entrance Qualifications:

  • A minimum of one to two (1-2) or more years of related experience in administration and/or the public sector is required.
  • Completion of a bachelor's degree or equivalent is preferred.
  • Strong Project Management Skills, including managing multiple priorities simultaneously.
  • Team player with enthusiasm for the Planning Department's mission.
  • Detail-oriented and strong communicator, including written communication skills.
  • Working knowledge of workplace technologies (e.g., workforce collaboration, financial management platforms).

 

BOSTON RESIDENCY REQUIRED

 

Terms:

Union/Salary Plan/Grade: Non-Union/($66,000 – $91,000)

Hours per week: 35

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The City of Boston is proud to be an Equal Opportunity Employer. We are committed to creating a diverse and inclusive environment. Therefore, qualified applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical or mental disability, genetic information, marital status, sexual orientation, gender identity, gender expression, military and veteran status, or other protected category.

The City of Boston has played a role in causing and perpetuating the inequities in our society. To break down these barriers, we are embedding equity and inclusion into everything we do.

We define equity as ensuring every community has the resources it needs to thrive in Boston. This requires the active process of meeting individuals where they are. Inclusion is engaging every resident to build a more welcoming and supportive city. We are building a city for everyone, where diversity makes us a more empowered collective.