Boston Public Health Commission
Executive Assistant - Recovery Services Bureau
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Provides confidential executive and administrative support to the Recovery Services Bureau leadership team. Responsibilities include calendar and meeting management, correspondence, presentations, report preparation, data tracking, office technology coordination, expenditure monitoring, project support, committee participation, and liaison work across programs. The role also manages special projects, meeting logistics, document compliance reviews, and sensitive personnel, budgetary, and collective bargaining information.
Job Summary & Responsibilities
- Works to help BPHC advance as an antiracist organization by meeting or exceeding the standards set by the BPHC Anti-Racism Policy.
- Works in a confidential capacity with RSB Senior Leadership Team, Program Directors and Managers.
- Participates in regular administrative meetings comprised of a multidisciplinary team.
- Manages the Outlook schedule of the Bureau Director and Associate Bureau Director. Provides a daily list of scheduled activities along with supporting materials.
- Handles essential administrative tasks and office functions, including creating filing systems, ordering office supplies, typing, data entry, scheduling appointments and meetings, collecting and processing mail, answering telephones and directing inquiries to appropriate departments.
- Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of the Bureau's operations.
- Formulate, run and edit reports for use by the Director.
- Develops background information and prepares outlines for the Director's presentations and reports.
- Prepares presentations in PowerPoint.
- Acts as office liaison to IT regarding phones, computers and other office technology.
- Provides assistance in monitoring office expenditures. Responsible for cost information that accurately reflects current and projected expenditures for the office.
- Composes and edits letters and reports, reviews correspondence for accuracy and completeness, replies to inquiries, and develops standard and form letters.
- Manages meetings and conferences including procuring conference room space, meeting supplies and materials, arranging catering and creating and disseminating meeting agendas.
- Attends meetings with the Director, takes notes and creates meeting minutes for distribution to meeting participants.
- Support projects through scheduling, resource management, research, data compilation, and other support as warranted.
- Works to ensure administrative and secretarial coverage to meet the needs of the Finland Building.
- Manages projects from start to finish, which may include writing summaries or progress reports, contacting appropriate individuals to ensure/ascertain status of projects, and other project and administrative support as needed.
- Liaise with BPHC Programs to ensure effective and timely response to inquiries.
- Manage special projects as they arise including budgeting, staffing, space requirements, and logistical support.
- Participate in BPHC wide committees.
- Provide fiscal support to the Fiscal Manager and Bureau Administrator as needed.
- Pre-screening program documents to verify compliance with BPHC policies and procedures.
- Works in a confidential capacity with the Bureau Director and Associate Bureau Director.
- Regularly deals with confidential material of a highly sensitive nature, including collective bargaining, personnel and budgetary information.
- Performs other duties as required.
- Knowledge of or willingness to learn about the role of public health in addressing racism, the social determinants of health, and inequities in health outcomes as well as strategies to advance racial justice and health equity.
- High School diploma required; BA/BS strongly preferred. Experience may be substituted.
- 3 - 5 years' experience in a similar role in an executive support setting required.
- Must possess professional phone skills and excellent interpersonal skills.
- Expert knowledge and skills in MS Word, Windows, PowerPoint, Outlook and Excel required.
- Superior scheduling and customer service skills required.
- Ability to write basic correspondence and reports required.
- Bilingual in English/Spanish preferred.
- Experience working in a direct care setting preferred.
- Microsoft Office and SharePoint experience preferred.
- Knowledge of office practice and procedures.
- Ability to self-organize daily schedule of tasks, to ensure timely completion.
- Ability to be flexible in an environment of changing priorities.
- Interest in working in behavioral health preferred.
Boston Public Health Commission Boston, Massachusetts, USA Office
Boston, MA, United States
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