Executive Assistant - #258316

Overview

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 proactively 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, ensuring accurate capture of key decisions and action items.
• Provide highly confidential administrative support to executives and stakeholders, including managing sensitive documents, scheduling meetings, and maintaining detailed records related to strategic planning, personnel matters, and financial information.
• Act as the primary point of contact for internal and external stakeholders, discreetly handling inquiries and requests requiring confidentiality.
  
  

Document Management

• Maintain secure filing systems for sensitive documents and electronically stored data, adhering to strict data privacy protocols while ensuring efficient organization and retrieval.
• Manage travel arrangements, including booking flights, hotels, and ground transportation.
• Prepare and distribute confidential reports, presentations, and correspondence, ensuring accuracy and appropriate dissemination.
  
  

Project Coordination

• Support project coordination by assisting in the organization of events and meetings, tracking and reporting on project statuses, and following up on action items and deliverables.
• Develop and maintain systems for tracking and reporting on project metrics, ensuring that projects stay on track and meet deadlines.
• Maintain communication with stakeholders, including project leads and team members, to ensure that everyone is informed and aligned on project goals and progress.
  
  

General Administrative Support

• Manage office supplies and equipment, ensuring timely replenishment of necessary materials.
• Provide general administrative support to the IT department, including preparing agendas, distributing documents, and coordinating logistics for meetings and events.
• Maintain a professional and organized work environment, promoting a positive and efficient atmosphere.
• Attend management meetings to take detailed notes and follow up on action items, maintaining discretion regarding sensitive matters.
  
  

Minimum Entrance Qualifications

• Minimum of two to three (2-3) years of experience as an Executive Assistant or similar administrative role. Proven experience as an Executive Assistant with a strong track record of managing confidential information.
• Proven experience in calendar management, scheduling, and travel arrangements.
• Excellent communication, interpersonal, and organizational skills with the ability to maintain discretion and confidentiality in all interactions.
• Strong attention to detail and ability to prioritize multiple tasks efficiently.
• Proficiency in Google Suites (Google Docs, Sheets, Slides) and Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to work independently and take initiative, using sound judgment to prioritize tasks and solve problems.
• Knowledge of IT terminology and concepts is preferred.
• Highly confidential, discretion is essential.
  
  

BOSTON RESIDENCY REQUIRED - You must live within Boston city limits at the start of your employment. Residency will be verified.

Terms

Union/Salary Plan/Grade: Non-Union/MM2-6

Hours per week: 35