Administrative Assistant

  • Boston, MA
  • Permanent
  • Full-time
  • 6 days ago
Overview:The mission of the Mayor's Office of Housing (MOH) is to foster healthy, vibrant, and welcoming communities for all by ensuring stable, green, accessible housing and sustainable use of land. MOH oversees programs that create and preserve affordable housing, support homeowners and renters, provide housing and services to homeless individuals and families, and develop city-owned property. MOH seeks to carry out its mission through a lens of promoting diversity, equity, and inclusion and addressing the effects of systemic racism in our city.The Mayor's Office of Housing (MOH) is seeking a highly motivated and professional Administrative Assistant to join our team. Reporting directly to the MOH Director of Operations, this individual will serve as the first point of contact for the public, providing excellent customer service and administrative support. The ideal candidate will support the daily operations of the office, assist with special projects, and ensure smooth office management.Responsibilities:Front Desk and Public Interaction:
  • • Serve as the primary point of contact for all visitors and callers to the MOH office, providing a welcoming and professional presence.
  • • Answer, screen, and direct incoming phone calls and inquiries from constituents, responding to general questions and directing more complex inquiries to the appropriate staff.
  • • Manage the flow of visitors to the office, maintaining security and confidentiality as needed.
  • • Respond to public inquiries via phone, email, and in-person visits, ensuring accurate and timely communication.
Administrative Support:
  • • Perform general office duties, including maintaining files, managing correspondence, and ordering office supplies.
  • • Assist with scheduling meetings, managing calendars, and coordinating logistics for MOH leadership and staff.
  • • Assist with Human Resources tasks, including processing personnel transactions and supporting hiring processes.
  • • Support and coordinate the processing and distribution of mail, packages, and other office deliveries.
  • • Maintain an organized and clean reception and common areas.
Operations and Special Projects:
  • • Support the Director of Operations in executing office-wide initiatives and maintaining operational efficiency.
  • • Assist with event planning, meeting preparations, and other operational tasks as needed.
  • • Collaborate with the Operations team to support special projects, including data entry, research, and reporting.
Other Duties:
  • • As needed, collaborate with MOH Program Assistants across the agency on administrative projects, tasks, and priorities.
  • • Coordinate with building management for facility-related needs, including repairs, maintenance, and safety procedures, as needed.
  • • Perform other administrative and operational duties as assigned by the Director of Operations or MOH leadership.
Minimum Entrance Qualifications:
  • High School Diploma or equivalent.
  • Two plus (2+) years of experience in administrative support, customer service, or office management, preferably in a government or public service setting.
  • Exceptional interpersonal and communication skills, with the ability to interact professionally with a diverse range of constituents and colleagues.
  • Exercise confidentiality and discretion with highly sensitive information and demonstrate sound judgment.
  • Ability to communicate clearly and concisely, both orally and in writing.
  • Strong organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.
  • Able to work in a fast-paced environment.
  • Ability to be resourceful and proactive when issues arise.
  • Strong analytical and critical thinking skills.
  • Demonstrate personal accountability.
  • Independently manage project-based work.
  • Ability to work independently and collaboratively in a fast-paced environment.
  • Ability to exercise good judgement and focus on detail as required by the job.
  • Strong time-management skills to handle multiple tasks according to stated timelines in a busy office.
  • Experience with Google Suite (preferred), Microsoft Office, Salesforce, and Adobe products preferred.
  • Ability to speak and write fluently in Spanish or other non-English languages preferred.
BOSTON RESIDENCY REQUIREDTerms:Union/Salary Plan/Grade: Non-Union/NU-19Hours per week: 35Please refer to the Salary Information section on the Boston Career Center site for more information on compensation. For each Salary Plan, salaries are listed by Grade and Step."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."

City of Boston