Executive Assistant (Recovery Services Bureau) - Boston Public Health Commission

The mission of the Boston Public Health Commission (BPHC) is to protect, preserve, and promote the health and well-being of all Boston residents, particularly the most vulnerable. The BPHC envisions a thriving Boston where all residents live healthy, fulfilling lives free of racism, poverty, violence, and other systems of oppression. The BPHC sets an expectation that all staff and leadership commit, individually and as part of the BPHC team, to hold ourselves accountable to establishing a culture of antiracism and advance racial equity and justice through each of our bureaus, programs, and offices.

Role

The Executive Assistant is responsible for the organization and operations of the Bureau of Recovery Services and Mayors Office of Recovery Services.



Primary responsibilities are as follows:


* Manages the Outlook schedule of the Bureau Director and Director of the Mayor's Office of Recovery Services. Provides a daily list of scheduled activities along with supporting materials.
* Handles essential administrative tasks and office functions, including creating filing systems, ordering office supplies, typing, data entry, scheduling appointments and meetings, collecting and processing mail, answering telephones and directing inquiries to appropriate departments.
* Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of the Bureau's operations. Formulate, run and edit reports for use by the Director. Develops background information and prepares outlines for the Director's presentations and reports. Prepares presentations in PowerPoint.
* Acts as office liaison to IT regarding phones, computers and other office technology.
* Provides assistance in monitoring office expenditures. Responsible for cost information that accurately reflects current and projected expenditures for the office.
* Composes and edits letters and reports, reviews correspondence for accuracy and completeness, replies to inquiries, and develops standard and form letters.
* Manages meetings and conferences including procuring conference room space, meeting supplies and materials, arranging catering and creating and disseminating meeting agendas. Attends meetings with the Director, takes notes and creates meeting minutes for distribution to meeting participants.
* Support projects through scheduling, resource management, research, data compilation, and other support as warranted.
* Works to ensure administrative and secretarial coverage to meet the needs of the Finland Building.
* Manages projects from start to finish, which may include writing summaries or progress reports, contacting appropriate individuals to ensure/ascertain status of projects, and other project and administrative support as needed.
* Liaise with BPHC Programs to ensure effective and timely response to inquiries.
* Manage special projects as they arise including budgeting, staffing, space requirements, and logistical support.
* Participate in BPHC wide-committees.
* Provide fiscal support to the Fiscal Coordinator and Bureau Administrator as needed.
* Pre-screening Program documents to verify compliance with BPHC and A&FR policies and procedures.
* Works in a confidential capacity with the Bureau Director and Director of the Mayor's Office of Recovery Services. . Regularly deals with confidential material of a highly sensitive nature, including collective bargaining, personnel and budgetary information.
* Performs other duties as required.






* High School diploma required; BA/BS strongly preferred. Experience may be substituted.
* 3 - 5 years' experience in a similar role in an executive support setting required.
* Must possess professional phone skills and excellent interpersonal skills.
* Expert knowledge and skills in MS Word, Windows, PowerPoint, Outlook and Excel required.
* Superior scheduling and customer service skills required.
* Ability to write basic correspondence and reports required.
* Bilingual in English/Spanish preferred.
* Experience working in a direct care setting preferred.
* Microsoft Dynamics and SharePoint experience preferred.
* Knowledge of office practice and procedures.
* Ability to self-organize daily schedule of tasks, to ensure timely completion.
* Ability to be flexible in an environment of changing priorities.
* Interest in working in behavioral health preferred.

Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled