Special Assistant to the Director

City of Boston; Boston (MA); On-site; USD 60,000 - 90,000; Full time

Job summary

The Mayor’s Office of Housing (MOH) in Boston seeks a Special Assistant to support the Chief of Housing and the Director of Operations. You will manage the Chief’s schedule, handle confidential communications, coordinate special projects, and provide administrative and logistical support to Human Resources.

Qualifications include four years of confidential administrative or professional experience, a High School diploma (Bachelor’s preferred), strong written and verbal communication, excellent

Qualifications

• 4 years of confidential administrative or professional experience.
• High School Diploma or equivalent; Bachelor's degree preferred.
• Ability to work independently in a confidential environment with minimal supervision.
• Excellent oral, presentation, and written communication skills.
• Strong organizational and interpersonal skills with attention to detail.
• Fluency in languages other than English is desirable.

Responsibilities

• Manages the Chief of Housing’s schedule.
• Manages internal and external communications for the Chief and MOH Director’s Office.
• Coordinates confidential special projects as directed.
• Prepares materials for scheduled meetings and tracks signature documents.
• Coordinates staff retreats, meetings, and engagement events.
• Performs Human Resources administrative tasks and assists with recruitment.
• Performs other related duties required by the position.

Skills

Administrative experience

Communication skills

Organizational skills

Computer skills (Google Suite, MS 365)

Languages other than English

Education

High School Diploma

Bachelor's degree preferred

Tools

Google Suite

Microsoft Office

Job description

The Mayor’s Office of Housing (MOH) works to foster healthy, vibrant, and welcoming communities for all by ensuring stable, green, and accessible housing and the sustainable use of land. MOH oversees programs that create and preserve affordable housing, support homeowners and renters, provide housing and services to individuals and families experiencing homelessness, and develop city-owned property. MOH envisions a Boston where all residents have the homes and neighborhoods they need to thrive.

Under the direct supervision of the Chief of Housing and the Director of Operations, the Special Assistant provides administrative services to the Chief of Housing and other members of the director’s office by performing work of a highly confidential and complex nature. This individual also works on a variety of special projects based on direction from the Chief of Housing or Director of Operations. In addition, the Special Assistant will provide administrative and logistical support to Human Resources.

• Manages the Chief of Housing’s schedule.
• Manages the daily flow of internal and external communication, including phone calls and correspondence to and from the Chief of Housing and MOH Director’s Office staff.
• Coordinates complex and confidential special projects as directed by the Chief of Housing.
• Coordinates and provides the Chief with materials relevant to scheduled meetings.
• Reviews and scrutinizes materials generated by the Director’s office.
• Writes, files, and tracks the submission and execution of service and purchase orders and other documents requiring the Chief of Housing’s signature.
• Handles arrangements for staff retreats, agency-wide meetings, and engagement events.
• Performs Human Resources administrative tasks and personnel transactions.
• Assists Human Resources and managers with recruitment and hiring processes.
• Performs other related duties required by the position.

• Four (4) years of confidential administrative or professional experience. High School Diploma or equivalent. Bachelor's degree preferred and may substitute for two (2) years of experience. Appropriate educational substitutions may be made.
• Ability to work independently, in a confidential environment, with minimum supervision.
• Excellent oral, presentation, and written communication skills.
• Strong organizational and interpersonal skills, attention to detail, and knowledge of standard office practices and procedures.
• Ability to communicate and work well with other City Departments.
• Strong computer skills, including Google Suite and Microsoft Office.
• Ability to exercise good judgment and focus on details as required by the job.
• Fluency in languages other than English is desirable.

BOSTON RESIDENCY REQUIRED

Terms:

Union/Salary Plan/Grade: Non-Union/NU-22

Hours per week: 35

"Please note that the Mayor's Office of Housing (MOH) employees and their immediate family members are prohibited from buying or leasing City Involved Housing, with the exception of applicants living in City Involved Housing at the time of hire at MOH. Please refer to the Policy on Employee Participation in MOH Administered Programs."