Overview:
At the core of our mission is a commitment to improving social determinants of health for Bostonians, with a strong focus on racial justice and historically marginalized communities. We accomplish this by redesigning city policies, programs, and practices, fostering community alliances, and delivering impactful results.
Our aim is to transform how we design and fund policies, programs, and practices as a City by providing Equity and Inclusion services to other city agencies. We work to build coalitions and trust with the community by executing targeted and intentional programming that delivers results.
The Office Manager is responsible for the day-to-day operations of the office. This includes organizing meetings, maintaining office supplies and equipment, planning and coordinating staff events, and providing support as needed to further the mission of the cabinet. The Office Manager must be highly organized and efficient, with excellent communication and interpersonal skills. They must also be able to work independently and as part of a team, striving to improve efficiency, manage resources, drive process improvement, and ensure effective coordination. This position reports directly to the Chief of Staff of the Equity and Inclusion Cabinet.
We are looking for individuals who share our values of being results-driven, accessible, and intentional.
Responsibilities:
General Responsibilities:
- Handle general phone and email inquiries.
- Provide administrative support to staff as needed.
- Develop office protocols and policies by identifying areas for process improvement and implementing changes.
- Manage Language and Communications Access Interpretation services and accessible event guidelines for E&I Office events.
- Oversee office floor plan logistics, conference rooms, and building maintenance in coordination with property management.
- Coordinate office events and information, including training, retreats, space bookings, roster updates, and email lists.
- Supervise event setup and address any unforeseen issues during events.
- Maintain and organize annual office supplies, equipment, and food area cleaning schedule.
- Provide customer service via intakes and provide referrals to the appropriate departments.
Assistant to the Chief of Staff:
- Provide administrative support to the Chief of Staff and senior cabinet staff.
- Serve as a liaison to internal and external partners for matters related to the Chief of Staff.
- Perform clerical tasks, maintain files, and organize documents.
- Track the Chief of Staff's tasks, responsibilities, and deadlines.
- Manage and monitor the Chief of Staff's email for important communications.
- Coordinate team needs and priorities of the Chief of Staff and Cabinet.
- Attend key meetings with the Chief of Staff for note-taking and follow-up.
- Assist the Chief of Staff in promoting a people-centered culture within the Office of E&I and the overall E&I Cabinet, including life-events, activities, and Slack channels.
Administrative & Finance:
- Support departments with onboarding new staff and interns in compliance with the City's HR policies.
- Assist the Administrative & Finance department with budgeting and purchasing.
- Coordinate with the Department of Information Technology (DoIT) for office equipment.
Minimum Entrance Qualifications:
- High School Diploma or equivalent required. An Associate degree is preferred and may substitute for one (1) year of the required experience.
- At least two (2) years of professional experience working in an office setting.
- Ability to effectively respond to and interact with all levels of organizational staff.
- Excellent organizational, analytical, interpersonal, and written/oral communication skills.
- Ability to plan, organize and perform multiple tasks within deadlines.
- Working knowledge of computer-based software, such as Microsoft Office Suite (Word, Excel) and Google Suite (Google Docs, Google Sheets).
- Ability to exercise good judgment and focus on detail as required by the job.
- Demonstrates cultural competence with diverse ethnic, cultural, and socio-economic groups; multilingual populations; and people with disabilities.
- Budget Experience preferred.
Boston Residency Required
Terms:
Union: Non-Union
Salary Plan: MM2, Grade 6
Hours: 35 / week
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