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Executive Assistant

3 months ago

Boston, United States District 7 City Council Office Full time

**Job Description: Executive Assistant for District 7 Office**

**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.
- 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 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