Human Resources Executive Assistant

Boston; Boston (MA); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Boston is seeking a Human Resources Executive Assistant to provide high-level administrative support to the HR Director and Deputy Director. The role emphasizes confidentiality, professionalism, and collaboration across City teams.

The position involves managing calendars, preparing reports, greeting visitors, handling inquiries, and coordinating HR projects. Strong organizational and communication skills are essential in a fast-paced environment with a 35-hour work week.

Qualifications

• Associate’s Degree (or equivalent) preferred and may substitute for one year of experience.
• Minimum of four years of professional experience, with two in HR/Legal or a senior Executive Assistant role.
• Strong interpersonal skills and willingness to work as part of a team.
• Exercise confidentiality and discretion with highly sensitive information and sound judgment.
• Microsoft Office and Google Suite experience 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.
• Must be resourceful and proactive when issues arise.
• Strong time-management skills to handle multiple tasks within timelines.

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 planning and coordination of meetings and events.
• Prepares directives, reports, and correspondences.
• Serves as the initial point of contact for the HR Division; greets visitors and handles inquiries.
• Oversees HR division spaces such as reception, conference room, and lactation room.
• Assists with document preparation, photocopying, and assembling documents.
• Performs day-to-day administrative duties, including mail receipt and distribution.
• Assists with HR budget preparation and fiscal maintenance; including purchasing and AP; maintains inventory and maintenance of equipment.
• Maintains timesheets and tracking for assigned employees.
• Responds to administrative inquiries and questions as needed.
• Assists with HR projects and assignments such as Recruit Class, Promotional Exams, and Annual Compliance.

Skills

Interpersonal skills

Confidentiality

Communication skills

Time management

Work under pressure

Organizational skills

Education

Associate's Degree or equivalent

Tools

Microsoft Office

Google Suite

Job description

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.

• 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.
• Assists 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.

• 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

BOSTON RESIDENCY REQUIRED

Terms:

Union/Salary/Grade: SEIU / RL-15

Hours Per Week: 35