Executive Administrative Assistant

Statement of Duties

The Executive Administrative Assistant (EAA) is a key 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. 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.

• Manages calendars and appointments for the Mayor
• Manages calendars and appointments for several City Hall meeting rooms
• Coordinates travel arrangements for Executive Staff
• Answers telephone, voicemail, email, and other correspondence on behalf of the Mayor
• Works with other departments to understand and responds to the needs of constituents and follows up as necessary
• Opens and sorts mail
• Works with Auditing, Purchasing, Law, and other departments to coordinate the Mayor’s timely signature of important contracts and legal agreements
• Greets scheduled visitors
• Monitors Executive Administration budget, pays invoices, and processes payroll
• Organizes various events, celebrations, and receptions
• Orders supplies and monitors inventory
• Maintains office equipment
• Maintains kitchen
• Other duties as necessary

Recommended Minimum Qualifications:

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

Knowledge, Abilities and Skill

Knowledge: Working knowledge of office procedures and practices; some knowledge of city and elected officials; some knowledge of functions of various departments and non-profit organizations. Multilingual skills preferred.

Abilities: 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. A sense of humor is a must!

Skill: Skill in operating computers and applicable word processing, email, and organizational applications; excellent customer service skills.

Physical and Mental Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the position’s essential functions.

Physical Skills
Little or no physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. There may also be some occasional lifting of objects such as books, office equipment and computer paper (up to 30 lbs.)

Motor Skills
Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, typing and/or word processing, filing, and sorting.

Visual Skills
Visual demands include constantly reading documents for general understanding and for analytical purposes and routinely reviewing maps and blueprints with a need for color vision.

Hours: Full-Time
Salary: $70,358.09 annualized, plus benefits
Union: Non-Union
FLSA: Exempt
Date Posted: July 17, 2023

City of Somerville residents are especially encouraged to apply.

The City of Somerville is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, sex, religion, age, national origin, disability or any other protected category. Women, minorities, veterans, and persons with disabilities are encouraged to apply.

Auxiliary aids and services, written materials in alternative formats, and reasonable modifications in policies and procedures will be provided to qualified individuals with disabilities free of charge, upon request. Persons with disabilities who need auxiliary aids and services for effective communication (i.e., CART, ASL), written materials in alternative formats, or reasonable modifications in policies and procedures in order to access the programs, activities, and meetings of the City of Somerville should please contact Adrienne Pomeroy at 617-625-6600 x 2059 or apomeroy@somervillema.gov.

Pre-Employment Requirements for All Employees:

• MA Criminal Offender Record Information (CORI) clearance
• Completition of Conflict-of-Interest Law Education training for municipal employees

Overview of Total Rewards:

• 4 weeks annual vacation (for non-union positions) union positions vary by contract
• 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)

Benefits listed are for benefits-eligible positions and the above information is meant to be a general overview of the benefit programs offered by the City of Somerville and not a binding contract.

Salary : $70,358 - $0