boston planning & development agency

EXECUTIVE ASSISTANT

10/23/2017
Job ID
2017-1268
Category
Director's Office
Grade Level
I
# of Hours
35
Salary Range
$53,592 - $66,990

Summary

 

boston planning & development agency 

 

TITLE:  EXECUTIVE ASSISTANT

 

STATUS:  NON-EXEMPT 

 

DEPARTMENT/DIVISION:  DIR/DIR

 

 

SUMMARY OF RESPONSIBILITIES:

Under supervision of the Director or Chief of Staff, provide executive support to the Director in a one-on-one working relationship. The Executive Assistant serves as a point of contact for internal and external constituencies on matters pertaining to the Director. The Executive Assistant also assists as liaison to senior level staff, organizes and coordinates executive outreach and external relations efforts, and oversees special projects. The Executive Assistant must have the ability to work in a fast-paced, mission-driven, results-driven environment. The Executive Assistant must have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities. The Executive Assistant will also be responsible for staffing the reception desk, when needed.

 

GENERAL DUTIES AND RESPONSIBILITIES:

The general duties and responsibilities of the position are included in but not limited to the information listed below.

 

Participate as an adjunct member of the senior staff team and assist in scheduling meetings and attending all meetings with the Director.

 

Work closely and effectively with the Director to keep him/her well informed of upcoming commitments and responsibilities, and following up appropriately.

 

Assist in coordinating the agenda of senior staff team meetings and all-staff meetings.

 

Successfully complete critical aspects of deliverables with a hands-on approach, including drafting response letters, returning phone calls, preparing presentations for external groups, and other tasks that facilitate the Director's ability to effectively lead the agency.

 

Research, prioritize, and follow up on incoming issues and concerns and determine the appropriate course of action, referral, or response.

 

Coordinate with the Director’s Administrative Assistant in scheduling upcoming meetings and ensure the Director's schedule is followed.

 

Provide coverage for the reception desk, when needed.

 

Perform other related duties as required.

 

QUALIFICATIONS:

Work requires a Bachelor's degree and at least five years of related experience, with a strong preference for experience in the public sector. Strong communications skills are required.   Proficiency in Microsoft Office (Outlook, Word, Excel, and Power Point) is required.

 

WORK ENVIRONMENT:

Normal office environment.

 

PHYSICAL REQUIREMENTS:

Little or no exertion.

 

SCOPE:

Not applicable.

 

***BOSTON RESIDENCY IS A CONDITION OF EMPLOYMENT***

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