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Executive Assistant

4 weeks ago

Cambridge, United States City of Cambridge Full time

ABOUT THE LIBRARY:

At the Cambridge Public Library, we welcome all, inspire minds and empower community. We support a Cambridge where everyone has equitable opportunities to learn, people live their best lives, and democracy thrives. Since 1889, the Cambridge Public Library has been a place of learning and community where all are welcome to expand their horizons. Through the Main Library and six neighborhood branches - Boudreau, Central Square, Collins, OConnell, ONeill, and Valente - the Library operates as a unified system to offer free library services and programs to residents.

ABOUT THE ROLE:

Reporting to the Deputy Director of Libraries, the Executive Assistant provides high-level confidential support to the administrative leadership of the Cambridge Public Library. The ideal candidate will be committed the librarys mission, vision, and values and have excellent customer service, communication, project management, and problem-solving skills.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
  • Provide high-level executive support to assigned director and other administrators as needed, including managing calendars, correspondence, and special projects
  • Provide outstanding customer service to internal and external customers
  • Greet and assist visitors to the Administrative Office in person and via telephone/email
  • Prepare, edit, and distribute internal and external communications, including letters, memos, meeting minutes and agendas, reports, and grant applications
  • Coordinate internal and external meetings, including distributing meeting materials, taking notes, and arranging meeting spaces
  • Support recruitments and act as backup for other HR activities such as payroll and onboarding
  • May have additional areas of focus based on assigned director, including but not limited to:
    • Patron Behavior Policy Incidents including assisting staff, maintaining documentation, and coordinating progressive discipline
    • Statistical reporting to stakeholder groups and governing bodies
    • Support for internal and external special events
  • Create and maintain systems to track department data, administrative files, phone lists, etc.
  • Responsible for administrative tasks such as ordering supplies, photocopying, and mailings
  • Act as liaison with Library staff and City departments
  • Assist with acting as a liaison and providing administrative support to the Library Board of Trustees, Friends of the Library and Library Foundation
  • Assist with patron and public service issues and finding appropriate coverage in staffing emergencies
  • Maintain strict confidentiality of all information
  • Demonstrate continuous effort to improve operations, streamline work processes, and work cooperatively and jointly to provide quality service
  • Actively engage in and support the Librarys anti-racism, equity and inclusion work
  • Any other duties as required for the good of the Library
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. MINIMUM REQUIREMENTS: Education and Experience:
High school diploma or high school equivalency required.
Knowledge, Skills, and Abilities: Knowledge and understanding of the Librarys mission, vision, values and strategic priorities Demonstrated commitment to equity, diversity, inclusion and anti-racism Expert knowledge of Microsoft Office; proficiency with cloud-based systems and virtual meeting platforms Strong customer service skills and commitment to public service Excellent verbal and written communication skills Exceptional organizational skills and attention to detail Ability to anticipate needs and to complete work with minimal instructions Good judgment to solve problems, manage multiple responsibilities, and respond to unexpected situations Ability to demonstrate initiative, flexibility, and dependability in an environment with frequent interruptions and competing priorities Ability to work positively with others within a team model, assisting and supporting coworkers Commitment to anti-racism, diversity, equity, and inclusion. The City of Cambridges workforce, like the community it serves, is diverse. Applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies. PREFERRED QUALIFICATIONS:
Bachelors degree or coursework beyond the high school level is strongly preferred. Previous executive support experience is desirable.
PHYSICAL DEMANDS:
Ability to operate standard office equipment; transport carts of materials which can weigh more than 100 pounds across a level floor or on a ramp; carry baskets of materials weighing up to 30 pounds; pay attention to details and concentrate on tasks despite frequent interruptions and moderate noise levels; communicate effectively and exchange accurate information with coworkers and members of the public; read and organize written material; place materials on shelves or carts which can be located at floor level or overhead.
WORK ENVIRONMENT:
Work is performed primarily in an indoor, shared office setting at the library. Normal office exposure to noise, stress and interruptions. May attend and participate offsite in continuing educational programs designed to keep abreast of changes. Position may be eligible for hybrid work under the Citys Telework Policy, depending on operational needs
SUMMARY OF BENEFITS: Competitive health, dental, and vision insurance Vacation and Sick leave eligible Paid parental leave Sick Incentive Pay Eligible 3 Personal days 14 Paid Holidays Management Allowance, $2,700/year City employee commuter benefits (T-Pass reimbursement Bluebikes membership, EZRide Shuttle membership) REQUIRED DOCUMENTS:
Please upload the following documents to complete your application:
Resume Cover Letter
PDN-9c7e4d34-d13d-4f43-8fed-da9057ed41ee