Department:	City Manager's Office
Job Title:	Executive Assistant to the City Manager
Job Code:	M070-701
Civil Service Position:	Non Civil Service position
Union Affiliation:	None
Hours Per Week:	37.50 hours per week. Monday 8:30 am – 8:00 pm, Tuesday through Thursday 8:30 am–5:00 pm; Friday 8:30 am – 12:00 noon

OVERVIEW

As Cambridge's Chief Executive Officer, the City Manager supervises all City Departments, recommends policies, and programs to the City Council, and implements Council legislation.  The City Manager's Office collaborates with the Council and departments on the shared mission to improve quality of life for everyone in the Cambridge community.

The Executive Assistant is a key administrative leader in the City Manager's Office.  The Executive Assistant coordinates a variety of office and staff functions with the goal of providing efficient operations and excellent customer service.  

ESSENTIAL DUTIES & RESPONSIBILITIES: 

• Provides efficient daily administration of the Executive Office, including managing other administrative staff, maintaining schedules, planning meetings and events, assisting in project work, managing communications, fiscal administration, and payroll.
• Coordinates the administrative aspects of the City Manager's participation in all City Council meetings. Responsible for the compilation of the City Manager's agenda and related material. Coordinates closely with City Departments, the City Clerk, and Council Office.
• Ensures that the City Manager's Office and other departments provides excellent customer service. Manages the workflow related to service requests. Provides direct customer service by answering phones, emails, and work orders and by assisting in-person customers.
• Performs all administrative duties in a manner that upholds confidentiality.
• Perform other related duties as assigned.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

MINIMUM REQUIREMENTS:

• Five (5) years of progressively responsible administrative and office management experience.

Knowledge, Skills, and Abilities

• Strong interpersonal and customer service skills.
• Strong written and verbal communication skills.
• Exceptional organizational skills. Able to work independently, manage competing priorities in a busy work environment under tight deadlines.
• Proficiency with a variety of computer software typical to professional office environment.
• Flexible and responsive approach to changing workplace demands and business needs.
• Demonstrates sound decision-making and problem-solving abilities.
• Deep sense of humility, curiosity, and learning orientation.
• High ethical standards and personal integrity
• The City of Cambridge's workforce, like the community it serves, is diverse. Applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies.
• Knowledge of Cambridge preferred.

PHYSICAL DEMANDS: Ability to access input and retrieve information from a computer. Ability to operate office equipment including copiers, printers, and scanners.  Executes multiple tasks involving keyboarding, telephones, writing, bending, reaching, and lifting boxes of files (up to 10 lbs).  

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

WORK ENVIRONMENT: Standard office environment, which includes fluorescent lighting and air conditioning.  Moderate noise level, which can elevate with phone calls and walk in members of the public. Busy office work environment characterized by multiple work demands from department staff, a great deal of customer interaction, and heavy call volume. This position may be eligible for hybrid work under the City's new Telework Policy, depending on operational needs.

SUMMARY OF BENEFITS:

• Competitive health, dental, and vision insurance
• Vacation and Sick leave eligible
• Sick Incentive Pay Eligible
• 3 Personal days
• 14 Paid Holidays
• Management Allowance, $2,700/year    
• City employee commuter benefits (T-Pass reimbursement Bluebikes membership, EZRide Shuttle membership)

APPLICATION PROCEDURE:

Internal applicants submit a job bidding form and 2 copies of both your resume and cover letter; external applicants submit your resume and cover letter via email to employment@cambridgema.gov or to the Personnel Dept, Room 309, City Hall, 795 Massachusetts Avenue, Cambridge MA  02139. Fax 617-349-4312.  Resume and cover letter requested by 11/15/22.  Position will remain open until filled.

THE CITY OF CAMBRIDGE IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE ON THE BASIS OF RACE, COLOR, SEX, RELIGION, AGE, NATIONAL ORIGIN, DISABILITY OR ANY OTHER PROTECTED CATEGORY. WOMEN, MINORITIES, VETERANS, MEMBERS OF THE LGBTQ+ COMMUNITY, AND PERSONS WITH DISABILITIES ARE ENCOURAGED TO APPLY. CITY OF CAMBRIDGE RESIDENTS ARE ESPECIALLY ENCOURAGED TO APPLY. AUXILIARY AIDS AND SERVICES, WRITTEN MATERIALS IN ALTERNATIVE FORMATS, AND REASONABLE MODIFICATIONS IN POLICIES AND PROCEDURES WILL BE PROVIDED TO QUALIFIED INDIVIDUALS WITH DISABILITIES FREE OF CHARGE, UPON REQUEST. The City is committed to advancing a workforce culture of antiracism, diversity, equity, and inclusion.