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.

- 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