Executive Administrative Assistant

Statement of Duties

The Executive Administrative Assistant (EAA) is a customer service and administrative focused role in the Mayor's Office. The EAA maintains an organized department, supports the Mayor in their events and activities, and serves the needs of constituents. The EAA greets visitors and maintains and coordinates executive staff schedules and appointments. The EAA employs exemplary customer service and diplomacy in all interactions, and is a highly confidential position. The EAA answers the telephone, takes messages, responds to constituent emails, and coordinates with other departments to assist constituents with various matters. The EAA also orders supplies; creates purchase orders, pays bills, and monitors the office budget. Finally, the EAA helps run events and celebrations organized by the Mayor's Office.

Essential Functions
The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Answers the Mayor's Office telephone and checks voice mail; opens, sorts, triages and replies to email and paper correspondence; coordinates with other City departments to respond to constituent concerns in appropriate timeframe
• Greets scheduled visitors and guides them to appropriate location
• Assists public with inquiries; connects them with City staff and follows up as necessary
• Manages and updates calendars and appointments for the Mayor, including Mayor's evening office hours and travel arrangements for the Mayor; may coordinate for other executive staff as requested
• Manages calendars and appointments for several City Hall meeting rooms in coordination with other departments
• Plans, prepares and hosts events for the Mayor's Office, ranging from holiday and cultural celebrations to important receptions and ceremonies; proactively coordinates with City Departments and outside groups to ensure smooth event booking, communications and flow; receives and integrates public feedback for future events
• Works with Auditing, Purchasing, Law, and other departments to coordinate the Mayor's timely signature of important contracts and legal agreements
• Creates and maintains all manual and digital office filing systems
• Works with the Chief of Staff to create and manage the Executive Administration budget, generate spreadsheets, presentations, and other reports
• Coordinates all accounts payable and payroll functions for Mayor's Office: point person for vendor research and contract entry with City's Procurement and Contracting Services Department; generates purchase orders, reviews invoices for appropriate documentation and enters bill rolls for payment; prepares Mayor's Office weekly payroll for review
• Responsible for all Mayor's office operational functions, including equipment maintenance and organization of copy areas, kitchen, and supply rooms
• Maintains and organizes office supply stock; monitors inventory and initiates reorders
• Performs other special projects and duties as required

Recommended Minimum Qualifications:

Education and Experience:
Bachelor's degree and at least five (5) years of related experience is required or any equivalent combination thereof

Knowledge, Abilities, And Skills
Knowledge:
Knowledge of executive-level standard office procedures and practices; working knowledge of municipal government, including basic functions of various City departments, executive and legislative branches, and community organizations.

Abilities:
Ability to establish and maintain effective and harmonious working relationships with city officials and departments, state agencies and the general public; ability to communicate effectively in written and oral form; ability to establish and maintain complex record keeping systems; ability to operate a telephone and standard office equipment; ability to operate a computer and office software; ability to maintain a positive attitude and use common sense. Ability to problem solve, pivot, and remain flexible as situations evolve.

Skills:
Skill in software applications (e.g., Microsoft Office Suite, Munis, Legistar, ClearGov); excellent customer service skills, including triaging daily influx of telephone, email, written correspondence and in-person visits, assigning work and monitoring responses. Strong writing and multi-channel communication skills essential. Public speaking, leadership, time management, and networking skills are all necessary for success in the position. Multilingual language skills in Spanish, Portuguese, Haitian Kreyol, Nepali, or Chinese highly preferred.

Work Environment

Physical And Mental Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the position's essential functions.

Physical Skills
Little or no physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. There may also be some occasional lifting of objects such as books, office equipment and computer paper (up to 30 lbs.)

Motor Skills
Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, typing and/or word processing, filing, and sorting.

Visual Skills
Visual demands include constantly reading documents for general understanding and for analytical purposes and routinely reviewing maps and blueprints with a need for color vision.

Hours:
Full-Time

Salary:
$75,000.00 annualized, plus benefits

Union:
Non-Union

FLSA:
Exempt

Date:
December 15th, 2025

The City of Somerville is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, sex, religion, age, national origin, disability or any other protected category. Women, minorities, veterans, and persons with disabilities are encouraged to apply.
Auxiliary aids and services, written materials in alternative formats, and reasonable modifications in policies and procedures will be provided to qualified individuals with disabilities free of charge, upon request. Persons with disabilities who need auxiliary aids and services for effective communication (i.e., CART, ASL), written materials in alternative formats, or reasonable modifications in policies and procedures in order to access the programs, activities, and meetings of the City of Somerville should please contact Adrienne Pomeroy at x 2059 or

Pre-Employment Requirements for All Employees:

• MA Criminal Offender Record Information (CORI) clearance
• Completion of Conflict-of-Interest Law Education training for municipal employees

Overview of Total Rewards:

• 4 weeks annual vacation for non-union positions. Union positions vary by contract. Please note, police officers are members of the SPEA union
• Medical insurance through the Group Insurance Commission (GIC) - 80% of premium costs paid by City
• Dental coverage low and high plans through Cigna
• Vision care through Vision Service Plan (VSP)
• Long term disability through Sun Life
• Group and voluntary life insurance through Boston Mutual
• Health Care and Dependent Care flexible spending through Benefit Strategies
• Deferred compensation plans through a choice of three vendors
• Free, confidential services through the Employee Assistance Program (EAP) provided by E4Health
• Annual cancer screening & wellness release
• Somerville Retirement Pension System
• Tuition reimbursement
• MBTA pass program
• FREE Blue Bikes membership
• Eligible employer for the Public Service Loan Forgiveness Program (PSLF)

Benefits listed are for benefits-eligible positions and the above information is meant to be a general overview of the benefit programs offered by the City of Somerville and not a binding contract.
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