Operations Assistant - Executive Director/Sec

boston planning & development agency

** BOSTON RESIDENCY IS A CONDITION OF EMPLOYMENT AND MUST BE MET BY JUNE 30, 2024 **

TITLE: Operations Assistant for Executive Director/Secretary

GRADE: 4 STATUS: NON-EXEMPT

DIVISION/DEPARTMENT: Exec Dir/Sec

SUMMARY:

Under the direction of the Executive Director/Secretary, provide comprehensive support to the office of the Executive Director/Secretary, the Board Governance and Operations Specialist, the Public Records Specialist, and Public Records staff. The BPDA offers a hybrid work environment.

GENERAL DUTIES AND RESPONSIBILITIES:

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

• Assist the Executive Director/Secretary with scheduling and calendar management and perform general administrative duties for the office.
• Assist the Board process as needed under the direction of the Board Governance and Operations Specialist.
• Respond to public records requests as needed under the direction of the Public Records Specialist and the Records Manager.
• Ensure the delivery of high-quality customer service and maintain effective working relationships with the public, BPDA departments and staff, and departments and agencies within the City of Boston.
• Coordinate set-up, preparation, and distribution of materials and assist with logistical planning and execution of virtual and in-person meetings.
• Field and respond to calls, emails, meeting requests, and incoming documents in a timely manner.
• Establish, maintain, and update files, both electronic and paper-based. Locate and retrieve requested materials. Photocopy and distribute materials, as required.
• Develop an active knowledge of ongoing projects to best serve the agency and the office of the Executive Director/Secretary.
• Maintain and update files of ongoing, past, and future department projects. Safeguard and maintain the confidentiality and integrity of all information. Archive files periodically under the direction of the Records Manager.
• Maintain and update current knowledge of policies and procedures, pertinent executive orders and ordinances, and other applicable regulations or statutes pertaining to the operations of the office.
• Perform other duties as assigned.

QUALIFICATIONS:

Completion of a bachelor’s degree or the equivalent, is preferred. A minimum of 2-4 years of related experience in general office administration is preferred. Must have exceptional organizational skills and be comfortable handling multiple tasks simultaneously with an eye toward appropriate prioritization. A high level of proficiency with office software such as Word, Excel, Adobe, PowerPoint, Zoom, and shared work platforms is required. Excellent communication and interpersonal skills are needed to interface with people at all levels of government and in the private sector. A genuine interest in learning about the field of Urban Planning and city government is highly desirable. Willingness to contribute to an efficient team environment, exceptional critical thinking and decision-making skills are necessary.

WORK ENVIRONMENT:

Normal office environment.

PHYSICAL REQUIREMENTS

Little or no exertion; some local travel.

SCOPE:

Not Applicable

** BOSTON RESIDENCY IS A CONDITION OF EMPLOYMENT AND MUST BE MET BY JUNE 30, 2024 **