[ref. j82160718] Executive Assistant - Boston

Overview:

The City of Boston Mayor's Office of Emergency Management (OEM) seeks a highly qualified candidate to serve as an Executive Assistant to the Chief.

Brief Job Description (essential functions of the job):

Under the supervision of the OEM Chief, the Executive Assistant will be reliable, trustworthy, and responsible with sensitive and confidential information.

OEM follows an all-hazards approach, preparing for emergencies of different types - whether they be natural or man-made.

Responsibilities:

• Assists the Chief or his designee with the management of OEM’s operational budget.
• Maintains an organized filing system of paper and electronic documents. This may include sensitive documents.
• Communicates and coordinates with internal and external partners on behalf of the Chief, placing and taking calls, responding to emails, and interfacing with staff, first responders, vendors, MBHSR stakeholders, and Federal/State/Local and private partners.
• Schedules meetings, appointments, and time-sensitive priorities on behalf of the Chief and the department.
• Supports the Chief with the preparation of sensitive and confidential internal and external communications and reports.
• Maintains the Chief’s schedule by planning and scheduling meetings, conferences, and travel.
• Serves as Department of Information Technology's point of contact for internal phone systems, internet, and any computer issues.
• Supports the Emergency Operations Center (EOC) and Emergency Response during emergencies, planned/unplanned city-wide events and during crisis events. Responsibilities include but are not limited to organizing food delivery, respond to facility maintenance issues, administrative support and other duties as assigned.
• Performs other duties as assigned.

Minimum Entrance Qualifications:

• At least (3) three years of prior experience in mid– to senior-level administration, business, management, or a related field.
• Bachelor’s Degree, preferably in Public Policy, Administration, Business, or related field.
• Ability to analyze and interpret data.
• Excellent written and verbal communication skills.
• Proficient computer skills; including Microsoft Office Suite (Word, PowerPoint, and Excel) and Google Mail; scheduling appointments/updating calendars a must.
• Must be detail-oriented and able to organize and manage large amounts of files, tasks, schedules, and information.
• Excellent time management and prioritization skills.
• Able to concentrate on multiple problems/tasks at once.
• Ability to exercise good judgment with sensitive and confidential information and focus on detail as required by the position.

CORI/SORI Required

BOSTON RESIDENCY REQUIRED

Terms:

Hours per week: 35

Application Process: This posting will remain open until vacancies are filled. Candidates should submit a cover letter and resume to:

Mayor’s Office of Emergency Management

Emergency Operations Center

85 Bragdon Street

Roxbury, MA 02119