Job Description: Executive Assistant for District 7 Office
Boston Residency Required
Position Overview:
The District 7 City Council Office in Boston, MA, is seeking a highly organized and proactive Executive Assistant to support the office's administrative functions. This role involves a variety of tasks including administrative support, scheduling, communication with the Intergovernmental Relations (IGR) office, and assisting with various projects to ensure the smooth operation of the office.
Key Responsibilities:
1. Administrative Support:
- Manage day-to-day office operations, including filing, data entry, and handling correspondence.
- Maintain office supplies and ensure equipment is functioning properly.
- Handle confidential and sensitive information with discretion.
2. Scheduling and Calendar Management:
- Coordinate and manage the Councilor's schedule, including arranging meetings, appointments, and events.
- Prepare and distribute meeting agendas, materials, and minutes.
- Ensure timely follow-up on action items from meetings.
3. Communication:
- Serve as a point of contact for internal and external communications.
- Draft and edit emails, letters, reports, and other documents as needed.
- Coordinate communication between the District 7 office and the IGR office, ensuring timely information exchange and follow-up.
4. Event Planning and Coordination:
- Assist in scheduling community events, town halls, and public meetings.
- Handle logistics, including venue booking, catering scheduling, and promotional materials.
- Manage RSVPs and attendee communications.
5. Project Assistance:
- Support various projects by conducting research, compiling data, and preparing reports.
- Assist in the development and implementation of office initiatives and programs.
- Track project timelines and ensure deadlines are met using software such as Asana.
6. Constituent Services:
- Respond to constituent inquiries and requests, providing information and assistance as needed.
- Maintain a database of constituent interactions and follow up to ensure resolution of issues.
7. Interdepartmental Coordination:
- Liaise with other city departments, community organizations, and stakeholders to facilitate collaboration and information sharing.
- Assist in coordinating efforts and initiatives with the IGR office and other relevant entities.
Qualifications:
- Minimum of 2 years of experience in an administrative or executive assistant role, preferably in a government or non-profit setting.
-Bachelor's degree in Public Administration, Business Administration, Communications, or a related field preferred.
- Strong organizational and time management skills, with the ability to manage multiple tasks and priorities effectively.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management software.
- High level of professionalism and discretion in handling sensitive and confidential information.
- Strong interpersonal skills and the ability to work collaboratively with diverse groups.
- Knowledge of local government processes and community engagement practices is a plus.
Physical Demands:
- Ability to sit, stand, walk, reach, and use hands and fingers for extended periods.
- Ability to lift and move supplies up to 30 pounds.
- Ability to read computer screens, mail, and email, and talk on the phone.
- Ability to drive an automobile and possess a valid driver’s license.
Work Environment:
- Professional and deadline-oriented environment in an office setting.
- Interaction with internal staff members and constituents.
Job Type:
- Full-time
- Schedule: Mon - Fri, 9am to 3pm (30 hours per week); Mon - Fri, 9am to 5pm, and flexible as needed for Sat, Sun, and evenings.
- Comp-time provided for extended work schedules.
- 2 weeks vacation.
Benefits:
- Health, free eye, and dental care.
Job Types: Full-time, Part-time
Pay: From $20.00 per hour
Expected hours: 30 – 32 per week
Schedule:
- Day shift
- Monday to Friday
Work Location: In person