City of Boston
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Executive Assistant
role at
City of Boston
The Department of Innovation and Technology (DoIT) is leading the digital transformation of government in the City of Boston. Partnering with almost every City department, we implement technology solutions to modernize business processes, create world-class experiences for our constituents, and develop tools and practices to create a data-driven approach to City operations.
Reporting directly to the Chief Information Officer and in close partnership with the Chief of Staff, the City of Boston's Department of Innovation and Technology is seeking a highly organized and detail-oriented individual to join our team as an Executive Assistant, providing exceptional administrative support to our IT leadership team.
Responsibilities
Schedule Management:
Manage and prioritize the calendar of the IT executives, scheduling appointments, meetings, and travel arrangements efficiently. Coordinate with internal and external stakeholders to ensure smooth scheduling and logistics. Proactively anticipate scheduling needs and manage conflicts.
Communication And Correspondence:
Answer phones and emails professionally, screening inquiries and directing them appropriately. Draft and proofread correspondence, including emails, letters, and reports, maintaining a professional and consistent tone. Prepare meeting agendas and take clear and concise minutes. Provide highly confidential administrative support, including managing sensitive documents and maintaining detailed records. Act as the primary point of contact for stakeholders, handling inquiries discreetly.
Document Management:
Maintain secure filing systems for sensitive documents, manage travel arrangements, and prepare/distribute confidential reports and presentations.
Project Coordination:
Assist in organizing events and meetings, track and report on project statuses, and follow up on action items. Develop systems for tracking project metrics and ensure projects meet deadlines. Communicate with stakeholders to keep everyone informed and aligned.
General Administrative Support:
Manage office supplies, provide administrative support to the department, maintain an organized work environment, and attend management meetings to take notes and follow up on action items.
Minimum Entrance Qualifications
2-3 years of experience as an Executive Assistant or similar role, with a proven track record of managing confidential information.
Experience in calendar management, scheduling, and travel arrangements.
Excellent communication, interpersonal, and organizational skills, with the ability to maintain discretion and confidentiality.
Strong attention to detail and multitasking abilities.
Proficiency in Google Suites and Microsoft Office Suite.
Ability to work independently and use sound judgment.
Knowledge of IT terminology and concepts is preferred.
Residency within Boston city limits required.
Terms Union/Salary Plan/Grade: Non-Union/MM2-6
Hours per week: 35
Additional Details
Seniority level: Mid-Senior level
Employment type: Full-time
Job function: Administrative
Industries: Government Administration
Note: This job posting is active and not expired.
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Executive Assistant
role at
City of Boston
The Department of Innovation and Technology (DoIT) is leading the digital transformation of government in the City of Boston. Partnering with almost every City department, we implement technology solutions to modernize business processes, create world-class experiences for our constituents, and develop tools and practices to create a data-driven approach to City operations.
Reporting directly to the Chief Information Officer and in close partnership with the Chief of Staff, the City of Boston's Department of Innovation and Technology is seeking a highly organized and detail-oriented individual to join our team as an Executive Assistant, providing exceptional administrative support to our IT leadership team.
Responsibilities
Schedule Management:
Manage and prioritize the calendar of the IT executives, scheduling appointments, meetings, and travel arrangements efficiently. Coordinate with internal and external stakeholders to ensure smooth scheduling and logistics. Proactively anticipate scheduling needs and manage conflicts.
Communication And Correspondence:
Answer phones and emails professionally, screening inquiries and directing them appropriately. Draft and proofread correspondence, including emails, letters, and reports, maintaining a professional and consistent tone. Prepare meeting agendas and take clear and concise minutes. Provide highly confidential administrative support, including managing sensitive documents and maintaining detailed records. Act as the primary point of contact for stakeholders, handling inquiries discreetly.
Document Management:
Maintain secure filing systems for sensitive documents, manage travel arrangements, and prepare/distribute confidential reports and presentations.
Project Coordination:
Assist in organizing events and meetings, track and report on project statuses, and follow up on action items. Develop systems for tracking project metrics and ensure projects meet deadlines. Communicate with stakeholders to keep everyone informed and aligned.
General Administrative Support:
Manage office supplies, provide administrative support to the department, maintain an organized work environment, and attend management meetings to take notes and follow up on action items.
Minimum Entrance Qualifications
2-3 years of experience as an Executive Assistant or similar role, with a proven track record of managing confidential information.
Experience in calendar management, scheduling, and travel arrangements.
Excellent communication, interpersonal, and organizational skills, with the ability to maintain discretion and confidentiality.
Strong attention to detail and multitasking abilities.
Proficiency in Google Suites and Microsoft Office Suite.
Ability to work independently and use sound judgment.
Knowledge of IT terminology and concepts is preferred.
Residency within Boston city limits required.
Terms Union/Salary Plan/Grade: Non-Union/MM2-6
Hours per week: 35
Additional Details
Seniority level: Mid-Senior level
Employment type: Full-time
Job function: Administrative
Industries: Government Administration
Note: This job posting is active and not expired.
#J-18808-Ljbffr