Executive Assistant

Boston Housing Authority; Boston (MA); On-site; USD 71,000 - 89,000; Full time

Benefits offered by this job

MBTA discount

City pension plan

Healthcare through the Commonwealth

Job summary

Boston Housing Authority in Boston seeks an experienced exempt Administrative Specialist to support the Chief of Police & Public Safety. You will handle confidential records, payroll coordination, and financial reconciliation, while drafting memos and coordinating schedules.

The role blends high-level administrative work with compliance and liaison duties with local, state, and federal agencies. Strong Microsoft Office skills and discretion are essential.

Qualifications

• Associate degree or 3–4 years of progressive office management experience.
• Exceptional organizational and multitasking abilities.
• Discretion with confidential information and strong written/verbal communication.
• Solid understanding of office software and financial systems; Notary certification preferred or willingness to obtain.
• Valid driver’s license and ability to work at a computer for extended periods.

Responsibilities

• Provide direct confidential admin support to the Chief and Deputy Chief of Police.
• Manage sensitive personnel records, internal investigations, and confidential communications.
• Coordinate payroll updates and liaise with payroll and HR on illness, injury, IOD reporting.
• Assist with budget development, tracking, and financial reconciliation; monitor accounts payable/receivable.
• Assist with policy updates and accreditation documentation.
• Serve as liaison to citizens requesting reports and interact with agencies as needed.
• Maintain organized files for reports, legal correspondence, disciplinary actions, grants, and records.
• Draft memos and reports; assist with scheduling and internal communications.
• Perform Notary Public duties as needed.

Skills

Office management

Notary Public

Public safety terminology

Microsoft Office

Communication skills

Data entry / databases

Driver's license

Education

Associate degree

Tools

IMC

MUNIS

CrewSense

CJIS

Job description

Unit: Exempt

Department: Public Safety

Grade: 12

Salary Range: $70,611.14 - $88,689.31

Posting Date: Friday, October 2, 2026

Application Deadline: Friday, October 16, 2026

General Description: Reporting directly to the Chief of Police and Public Safety, or their designee, supports the day-to-day operations of the Police & Public Safety Department. This position blends high-level administrative work with responsibility for sensitive records, communications, and financial management.

Duties & Responsibilities

• Provide direct, confidential administrative support to the Chief and Deputy Chief of Police.
• Manage sensitive personnel records, internal investigations, and confidential communications with the utmost discretion.
• Coordinate daily payroll updates using internal scheduling tools and liaise with payroll and HR teams on illness, injury, and IOD reporting.
• Support the Chief in budget development, tracking, and financial reconciliation. Monitor departmental accounts payable and receivable, prepare invoices, and follow up on collections.
• Assist with department policy updates and accreditation documentation in collaboration with the Deputy Chief.
• Serve as a primary liaison to citizens requesting reports, and interact with local, state, and federal agencies as needed.
• Maintain organized files for incident reports, legal correspondence, disciplinary actions, grants, and operational records.
• Draft official memos, correspondence, and reports; assist with scheduling and internal communications.
• Perform Notary Public duties for department staff as needed.
• Contribute to a positive and professional environment, demonstrating strong ethics, accuracy, and communication.

Minimum Qualifications & Experience

Associate’s degree in a relevant field or 3–4 years of progressively responsible experience in office management or administrative support, preferably within a public safety environment. Exceptional organizational and multitasking abilities. Strong written and verbal communication skills. Demonstrated ability to handle confidential and sensitive information with discretion. Solid understanding of office software and financial systems (e.g., IMC, MUNIS, CrewSense, CJIS). Familiarity with public safety terminology and administrative procedures a plus. Proficiency in Microsoft Office Suite, database management, spreadsheets, and digital communication tools. Notary Public certification or willingness to obtain. Valid driver’s license. Ability to sit or stand for extended periods and work at a computer.

Bha Benefits

BHA’s generous benefits package includes 12 paid holidays, 5 personal days, 2 weeks of vacation, 3 weeks of paid sick leave, MBTA discount, participation in the City’s pension plan, and healthcare through the Commonwealth, and much more.

About Us

Boston Housing Authority (BHA) fosters sustainable communities by providing quality affordable housing, bringing stability, opportunity, and peace of mind to thousands of low and moderate-income families across Greater Boston and the City of Boston as a whole. As the largest provider of affordable housing in Boston, one of the most expensive cities in the country, BHA understands housing as a crucial platform for individual, household, and community stability. Through our public housing communities and rental assistance programs, BHA provides housing assistance and services to more than 62,000 low and moderate-income households, including families with children, older adults, and individuals with disabilities. As a housing authority, we recognize the historical role that residential segregation has played in the City of Boston. In all aspects of our operations, internally and externally, BHA is committed to breaking down the barriers to justice in housing and related fields that disproportionately impact the communities we serve.

Equal Opportunity

BHA is a proud to be an Equal Opportunity Employer, and qualified applicants receive consideration for employment without regard to race, national origin, age, sex, religion, physical or mental disability, genetic information, sexual orientation, gender identity, gender expression, marital status, and military and veteran status, or any other basis protected by local, state or federal law. To the greatest extent possible, it is the policy of BHA to give preference in employment to BHA public housing and leased housing residents, and to low-income persons.