Human Resources Executive Assistant

City of Boston; Boston (MA); On-site; USD 60,000 - 70,000; Full time

Job summary

City of Boston’s Human Resources Division seeks an Executive Assistant to support the HR Director and Deputy Director, manage calendars, prepare documents, and coordinate sensitive tasks with discretion.

The role requires professionalism, confidentiality, and strong written/oral communication. You will interact with internal partners, oversee front-office spaces, and assist with HR projects in a dynamic city agency environment.

Qualifications

• Associate degree or equivalent experience preferred.
• Minimum 4 years in HR, legal or senior executive support.
• Strong interpersonal skills with discretion and judgment.
• Proficiency in Microsoft Office and Google Suite required.
• Strong organizational skills with attention to detail and deadlines.

Responsibilities

• Provides confidential clerical support to the Director and Deputy Director.
• Manages the Director’s daily calendar and coordinates meetings/events.
• Greets visitors, answers calls, responds to emails, and provides information.
• Oversees HR Division reception and common areas.
• Assists with budget prep, procurement, AP, and inventory maintenance.
• Maintains timesheets and administrative systems.
• Supports HR projects such as Recruit Class, Promotional Exams and Compliance.

Skills

Microsoft Office

Google Suite

Interpersonal skills

Time management

Communication

discretion/confidentiality

Education

Associate’s Degree or equivalent

Job description

Overview

Under the direction of the Director of Human Resources or their designee, the Human Resouces Executive Assistant provides administrative support by organizing, scheduling, coordinating, researching, and compiling information for the Human Resources Division. The primary responsibilities include providing administrative support to the HR Director and Deputy Director, management of the Human Resources Division office space, and assisting with assignments and special projects that support the success of the Boston Police Department’s Human Resources Division. The position requires a high level of professionalism, diplomacy, patience, and confidentiality, as well as the ability to handle multiple tasks at once with flexibility and agility. The successful candidate needs to consistently communicate effectively and clearly, both orally and in writing, and be able to collaborate effectively with colleagues across all areas of the City.

Under the direction of the Director of Human Resources or their designee, the Human Resouces Executive Assistant provides administrative support by organizing, scheduling, coordinating, researching, and compiling information for the Human Resources Division. The primary responsibilities include providing administrative support to the HR Director and Deputy Director, management of the Human Resources Division office space, and assisting with assignments and special projects that support the success of the Boston Police Department’s Human Resources Division. The position requires a high level of professionalism, diplomacy, patience, and confidentiality, as well as the ability to handle multiple tasks at once with flexibility and agility. The successful candidate needs to consistently communicate effectively and clearly, both orally and in writing, and be able to collaborate effectively with colleagues across all areas of the City.

Responsibilities

• Provides clerical and administrative support of a confidential nature to the Director and Deputy Director of the Human Resources Division.
• Communicates and coordinates with internal and external partners on behalf of the Director and Deputy Director of Human Resources.
• Manages the Director’s daily calendar, including the planning and coordination of all details related to meetings and events.
• Prepares various directives, reports, and correspondences.
• Serves as the initial point of contact for the Human Resources Division; greets visitors, answers telephone inquiries, responds to the general email inbox, and provides information to the public.
• Oversees the general areas within the Human Resources Division, such as the reception area, conference room, and lactation room.
• A ssists with the preparation of documents, photocopying, and assembling documents.
• Assists with day-to-day administrative duties, including mail receipt and distribution.
• Assists the Director or their designee with HR budget preparation and fiscal maintenance; including purchasing (procuring supplies), Accounts Payable (AP), maintaining software/hardware inventory and office equipment maintenance .
• Maintains administrative systems for the monitoring and tracking of Department employees assigned to the Human Resources Division and maintains related timesheets.
• May respond to and resolve administrative inquiries and questions in a timely manner.
• Assists with Human Resources projects and assignments such as the Recruit Class, Promotional Exams, and Annual Compliance.
• Performs related work as required.

Minimum Entrance Qualifications

• An Associate’s Degree (or equivalent experience) is preferred and may be substituted for one (1) year of the required experience.
• Minimum of four (4) years, two (2) of them preferably in a Human Resources, Legal, or professional office setting, of professional experience, preferably as a senior level Executive Assistant.
• Strong interpersonal skills and a willingness to work as part of a team.
• Exercise confidentiality and discretion with highly sensitive information and demonstrate sound judgment.
• Microsoft Office and Google Suite experience is required.
• Strong organizational skills and attention to detail.
• Ability to work under pressure and in high-stress situations.
• Ability to communicate clearly and concisely, both orally and in writing.
• Able to work in a fast-paced environment.
• Ability to be resourceful and proactive when issues arise.
• Strong time-management skills to handle multiple tasks according to stated timelines

Criminal Record Check Required

Pre-Employment Drug Test is Required

Terms

BOSTON RESIDENCY REQUIRED

Union/Salary/Grade: SEIU / RL-15

Hours Per Week: 35

The City of Boston is proud to be an Equal Opportunity Employer. We invite applications from all qualified individuals and do not discriminate based on race, color, national origin, ancestry, religion, sex, sexual orientation, gender identity or expression, age, disability, genetic information, marital status, military or veteran status, or any other protected category.