Executive Administrative Assistant

City of Somerville•Somerville, MA

15d•$75,000

About The Position

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.

Requirements

Bachelor’s degree and at least five (5) years of related experience is required or any equivalent combination thereof
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.
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.
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.

Nice To Haves

Multilingual language skills in Spanish, Portuguese, Haitian Kreyol, Nepali, or Chinese highly preferred.

Responsibilities

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.

Benefits

4 weeks annual vacation for non-union positions.
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)